Principal's Secretary

Principal's Secretary

Classification:
Classified

FLSA Status:
Non-Exempt

Immediate Supervisor:
Building Administrator

Receives Guidance From:
Building Administrator, Director of Student Services, District Leadership

Purpose of the Position:
Assist the principal in the administration of the assigned school site by performing a variety of complex secretarial and habitual administrative support functions. Direct and coordinate the workflow and activities processed through the school's central office.

Qualifications:

(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities:

• Ability to operate a variety of standard office equipment including computer, printer, copy machine, scanner, fax machine, telephone, etc.
• Ability to understand the meaning of words and to use them effectively when speaking and writing to properly convey or receive information.
• Ability to create, format, and edit written communication that is clear and professional.
• Ability to work independently, efficiently and meet deadlines.
• Ability to be well organized and customer service oriented.
• Ability to accurately use and maintain databases.
• Ability to fluently use software such as Microsoft Office, Excel, Powerschool, Parent Square and Google apps.

Education:

• At least one year of specialized training beyond high school.

Experience:

• 2 to 3 years of secretarial, administrative or office management experience involving computer entry, accounting and records management experience.

Equipment:

• Office equipment such as two-way radios, cell phone, tablets, laptops, multi-line phone system, copiers, computers, intercom system, etc.

Essential Duties and Responsibilities:

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Greet parents/guardians, faculty, substitutes and students; direct visitors to appropriate locations.
• Must be able to multitask in a busy environment.
• Help problem solve or refer staff member, when appropriate, to the principal or to the correct individual.
• Keep an accurate list of calls, messages, information requests, meetings and appointments.
• Maintain accurate student records.
• Implement security and emergency procedures in emergency situations.
• Provide class lists for teachers, run reports within Power School, update information within cumulative files.
• Support all parts of the registration process with the district office registrar.
• Enter requisitions and keep accurate records within the purchase order accounting system.
• Maintain accurate budget sheets and instructional account balances within computer system.
• Check budget sheets from business office against school records.
• Order and maintain adequate supplies, instructional materials, office materials and items for the health office through computer system.
• Type all correspondence; purchase orders, memos, bulletins, agendas, letters, flyers, weekly newsletter, teacher observations.
• Troubleshoot and assist students, faculty, and staff with questions regarding forms, computers, and office equipment.
• Maintain confidentiality when dealing with sensitive subjects related to students, families and staff members.
• Must be able to interact in a positive manner with students, faculty, parents, and other staff members.
• Meet regularly with principal using weekly meeting agenda checklist.
• Schedule staff meetings for principal using Google Calendar.
• Inform principal of urgent matters and determine when delegation of administrative tasks is needed.
• Maintain a reliable attendance record.
• Maintain confidentiality.
• Other duties as assigned.

Supervision of Others:

• None

Physical Requirements:

• Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating, fingering and grasping small objects normally weighing less than 10 lbs.
• Occasional bending, stooping, kneeling and related physical activity.
• Ability to work while standing, moving and/or walking.
• Drug, tobacco, and alcohol free while working.
• Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
• Ability to operate a motor vehicle used to travel between sites.

Working Conditions:

• Majority of work is performed in an office or school setting.
• Occasional meetings outside the school day.
• Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

Terms of Employment:

• At-Will Employee
• 11-Month Letter of Assignment
• Per Board Policies and administrative guidelines
• Performance evaluated annually