Lead Secretary

Lead Secretary (Elementary/Middle/High School)

The job of Lead Secretary (Elementary/Middle/High School) is done for the purpose of providing secretarial support to school-site principal and other administrators, conveying information regarding school functions and procedures; ensuring compliance in a timely fashion with school's financial, legal and administrative requirements; and overseeing the office activities in support of the services provided to students, parents, instructional and support employees.

Exemplary duties and responsibilities include:

• Overseeing the office staff for the purpose of ensuring appropriate procedures are followed and work tasks are met.
• Contributing to the evaluation of other office secretaries in collaboration with the appropriate site administrator.
• Coordinating cross-training of all office secretaries.
• Attending meetings as assigned (e.g. safety, budget, etc.) for the purpose of representing school building, taking minutes, conveying and/or gathering information.
• Compiling data from a variety of sources (e.g. payroll, honor roll, attendance, staff and student handbook, enrollment counts, all safety drills, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Composng documents (e.g. standardized correspondence, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information.
• Coordinating and/or monitoring a variety of site-based programs and/or activities (e.g. task assignments, meetings, classroom and site staff coverage, building usage, building in-service day activities, workshops, travel and accommodations, graduation/awards activities, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Maintaining and/or monitoring documents, files and records (e.g. administrative records, staff activities, substitute folders, building personnel records, student files, building budget, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
• Monitoring assigned district activities and/or program components (e.g. classroom coverage, projects, general budget, field trip costs, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Orienting new site personnel (e.g. substitutes and staff as required) regarding appropriate school and district practices for the purpose of effectively assimilating new personnel into site operations.
• Preparing written and supporting materials (e.g. master schedules, budgets, reports, memos, letters, payroll, accident reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processing and/or monitoring documents and materials (e.g. building mail, daily attendance, grades, purchase orders, work orders, bank deposits, etc.) for the purpose of disseminating information to appropriate parties for action.
• Researching discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and/or legal guidelines.
• Responding and/or monitoring inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Screening and/or monitoring inquiries of staff, students, parents, the public/visitors, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Supporting assigned administrative personnel for the purpose of providing assistance with their administrative functions.
• Ensuring office phones and intercoms are answered promptly and messages are appropriately disseminated.
• Ensuring all visitors/guests are promptly attended to.
• Assurng timely and accurate data entry for school, district, state, and federal reporting purposes.
• Performing any other administrative office tasks as assigned by building Administrator.

Skills, knowledge, and abilities required include:

• Skills to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job descriptions.
• Knowledge to perform basic math, including calculators using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or…