Anticipated - Elementary Principal Secretary

Job Description

Due to employee movement.

Reports to:

Principal

Performs secretarial duties that support the effective management of school operations.

High school diploma or GED. An acceptable score on a pre-employment test may be required.

• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug‑free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Energetic self‑starter. Gives careful attention to details and effective customer‑service.
• Assignment may require successful completion of basic first aid and/or CPR training.

Provides secretarial services. Organizes assigned duties. Takes the initiative to perform routine tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.

• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.
• Promotes effective communications and assistance. Uses problem‑solving techniques to tactfully address questions/concerns. Refers district policy/procedure questions to administrators.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in‑service training, etc.).
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.
• Processes interim reports, report cards, and supplemental information.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.
• Prepares attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications. Conveys information as needed.
• Composes and prepares routine correspondence, memos, notes, forms, etc.
• Transcribes, prepares, duplicates, and processes routine documents and special mailings.
• Collects, compiles, edits, and prepares statistical data and reports as directed.
• Helps gather information for grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as directed.
• Maintains office transaction records (e.g., receipts, contributions, etc.).
• Pr…