Secretary - Elementary Principal

Job Description

POSITION TITLE: Principal Secretary - Elementary

EXEMPTION STATUS: Non-exempt

REPORTS TO: Principal

TERMS OF EMPLOYEMENT: 11 months

HOURLY SALARY RANGE: Minimum $14.82, Midpoint $18.53, Maximum $22.24

POSITION TYPE: Full-Time

Primary

Purpose:

Ensure the efficient operation of the campus administrative office and provide clerical services for administrators, teachers, and other staff.

Education/Certification: High school diploma or GED

Special Knowledge/

Skills:

Ability to use computer and software to develop spreadsheets, databases, and perform word processing; proficient keyboarding, file maintenance and 10‑key skills; effective organizational, communication (verbal and written), and interpersonal skills; knowledge of basic accounting principles.

Experience: One to three years of secretarial experience, preferably in a public education environment.

Financial Ethics

• Comply with all policies and procedures, internal controls, board policies, and state, local, and federal laws as they pertain to the district’s financial affairs.
• Promptly report any suspected violations of the code of ethics, such as theft or fraud, to the immediate supervisor or superintendent.
• Act in an ethical and honest manner in all business transactions.
• Maintain confidentiality of all data, files, and general financial information.
• Safeguard against unauthorized access to assigned computer systems and electronic data.

Accounting

• Maintain complete and systematic records of campus financial transactions according to established procedures and GAAP.
• Understand all procedures in the district’s School Activity Fund Essentials (SAFE) manual.
• Adhere to the district’s organizational hierarchy regarding access to accounting systems and approval of transactions.
• Process, safeguard and account for all money generated in school-sponsored and student activities.
• Receive and secure all cash prior to deposit with the district’s depository bank.
• Prepare cash deposits for activity accounts and maintain activity checkbooks and ledgers.

Budget and Inventory

• Assist with campus budget preparation and routine bookkeeping tasks.
• Prepare and process purchase requisitions, match invoices, and ensure accuracy of shipments.
• Receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.

Reports, Records and Correspondence

• Prepare monthly and periodic campus financial reports.
• Ensure all reports and documents filed with the district are true and accurate.
• Prepare written correspondence, forms, schedules, and reports on the computer.
• Maintain attendance accounting records, instructional materials, meeting agendas, and student lists.
• Register students, maintain demographic information, and verify accuracy.
• Compile, process, maintain, send, and request student records; enter PEIMS and immunization data.
• Monitor and process personnel time records including leave requests.
• Maintain daily staff attendance log and records for substitute teachers.
• Maintain physical and computerized files including mailing lists, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents.

Office Management

• Assist students, teachers, parents, and staff as needed.
• Receive calls, take reliable messages, and route to staff.
• Schedule meetings and maintain calendars for principal and staff.
• Maintain school calendar of events.
• Coordinate faculty meetings and campus activities.
• Sort, distribute, and deliver mail and documents.
• Administer medication and assist students with medical needs in nurse’s absence.

Maintain high degree of confidentiality.

Professional Growth and Development

• Attend trainings related to financial procedures and other directed trainings.
• Participate in professional learning activities to improve job‑related skills.
• Attend staff meetings and special events as assigned.

Communication

• Maintain appropriate communication and professional relationships with students, parents, and colleagues.
• Serve as a positive role model supporting the district’s mission and exhibiting professional, ethical behavior as outlined in the Texas Educator Code of Ethics.
• Maintain strict confidentiality of student and district information.

Mental Demands / Physical Demands / Environment Factors

• Tools:
  Standard office equipment including computer and peripherals.
• Posture:
  Prolonged sitting; moderate standing, kneeling/squatting, bending/stooping, pushing/pulling, twisting.
• Motion:
  Frequent repetitive hand motions, keyboarding, mouse use, wrist flexion/extension.
• Lifting: 30 pounds without assistance, 30–55 pounds with assistance, >55 pounds with assistance.
• Environment:
  Office setting with exposure to contagious diseases.
• Mental Demands:
  Maintain emotional control under stress; work with frequent interruption.