Secretary to Principal

Location:

Spanaway Middle (High-Needs School)

THIS POSITION IS FOR 8 HOURS PER DAY AT 205 DAYS PER YEAR.

PAY FOR POSITION: PSE Salary Schedule Level 10 - $ 30.77

GENERAL SUMMARY

This position's responsibilities are to coordinate activities of a school office and serve as secretary to the school principal, including promoting positive public relations, providing a wide variety of services to students, staff and the public, and maintaining a wide variety of records.

• Greets students, parents, staff and the public; answers a wide variety of telephone and in person inquiries; promotes positive public relations for the district.
• Maintains a variety of detailed program records, such as budgets, student counts, enrollment, attendance and other administrative records for revenue tracking, revenue generation and legal compliance; compiles data and performs calculations; prepares a variety of reports.
• Prepares and processes requisitions and purchase orders for the school and Associated Student Body (ASB) program; orders supplies, materials and equipment; processes, stocks and distributes materials; maintains accounting books; tracks expenditures and prepares budget reports; processes invoices and payment orders.
• Serves as secretary to the building principal. Composes correspondence based on limited instructions or review; may sign on behalf of administrator. Formats and types a wide variety of correspondence, memoranda, newsletters, bulletins, forms, reports, records and other materials; may take and transcribe dictation; duplicates and distributes materials; screens calls; maintains appointment calendar; schedules meetings; opens and routes mail.
• Maintains and reports payroll records for building staff.
• Performs a variety of specialized functions, such as enrolling and withdrawing students, maintaining student attendance records and contacting parents, coordinating graduation, serving as voting registrar, and other administrative support assignments.
• Coordinates the work of school office personnel, student assistants and volunteers assigned to the office; provides training and guidance; assigns and reviews work.
• Tracks a variety of deadlines to ensure timely completion and filing of a variety of reports and responses.
• Makes non-instructional decisions as needed during principal's absence. Promotes effective public relations with parents and the general public.
• Greets and orients substitutes to the building; provides keys and other assistance as needed.
• Provides a variety of building and program services to create a positive learning and teaching environment.

• Provides secretarial assistance to other administrators, teachers, specialists and parent volunteers as time permits.
• May provide first aid to ill and injured students; assesses need for emergency assistance or parental contact.
• May supervise students in the office; monitors behavior; listens to student confidences; refers problems to administrators, counselors, teachers or specialists as appropriate.
• May serve on various district committees and/or departmental work teams. Models appropriate and cooperative behavior, including protecting confidential information, consistent with district ethical guidelines.
• Performs related duties consistent with the scope and intent of the position.

Reports to the school principal. Provides guidance to office support staff.

Experiences frequent interruptions; required to deal with distraught or difficult parents and students; required to adapt to shifting priorities and to frequently re-channel work efforts; requires concentration and attention to detail.

Exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer; potentially exposed to ordinary infectious carried by students.

Education, training, skills, and experience necessary to carry out the assignment, including:
successful [head] building secretary or office manager experience required. Experience dealing with school age children preferred.

Substitutions may be made for candidates who can demonstrate or provide evidence of strong clerical skill sets and, such other alternatives to the above qualifications that the district may find appropriate and acceptable.

Ability to communicate effectively with students, staff and the public. Effective customer service and public relations skills. Knowledge of secretarial procedures. Knowledge of general bookkeeping procedures. Ability to maintain accounting ledgers. High-level keyboarding and data entry skills. Skill in operating a variety of office machines. Ability to operate a computer and learn the operation of specific software programs. Skill in correct grammar, spelling and English usage.

Ability to proofread and make corrections. Ability to perform arithmetic calculations. Ability to…