Secretary, Administrative​/Clerical

Secretary
- School Year

Class

Title:

Regular
- Exempt
- Local 808 - Effective Date: 08/25/2026

Salary Range: $22.89 - $23.89 - Hours per week:
Full Time FTE 1.0

Location:

District
- Anticipated Westerly Middle School

Job Summary: The School Year secretary is an assistant to a Principal, Assistant Principal and/or Administrator; managing correspondence, communication and other routine matters, maintaining records and data; generating electronic reports. The incumbent must maintain confidentiality and exercise discretion regarding work-related issues and activities; support teaching staff; and perform related work as required.

Responsibilities:

• Serves as an administrative assistant to an administrator by:
  • Maintaining records
  • Producing reports
  • Distributing communications
  • Handling administrative details
• Must maintain confidentiality and exercise discretion regarding work related issues and activities.
• May compose and distribute correspondence.
• Produces finished correspondence/reports from written drafts or verbal instruction.
• Keeps, prepares and publishes notes or minutes of meetings and conferences.
• Answers main telephone line into school and directs calls as necessary
• Maintain records of important telephonic, fax and automated communication.
• Maintains automated and paper data and filing systems, and to produce a variety of routine and special reports as required.
• Schedules conferences and meetings with public officials and with representatives of the public, consumers, providers, professionals and related organizations.
• Responds to a wide range of verbal and written inquiries of an administrative nature, which does not require interpretations of policies and procedures.
• Receives, reviews and distributes correspondence, memoranda, statements, forms and records.
• Maintains accurate information on the student database as necessary including student attendance; new class assignments; withdrawals changes to current information and setting up classes for each new year.
• May prepare, update and maintain student records.
• May confer with other staff members to prevent or resolve operation problems related to the coordination of administrative support work and, as required.
• Performs a variety of routine office functions and routine clerical tasks incidental to the work of the office.
• Maintains electronic absence report daily to ensure the weekly absence report is correct.
• Assists Parent Teacher Organization.
• Greets visitors and screens unexpected callers.
• Tracks all field trip requests to ensure proper approval, transportation and funding.
• To operate computer technology and software, specifically, Microsoft Office, Google Platform, Aesop/Frontline Absence Management and Power School.
• Performs related work as required.

Qualifications:

• Experience:
  • 1-3 years handling difficult, multiple and complex clerical duties and the independent handling of important administrative details.
  • Thorough knowledge of office methods, practices, procedures and terms Business English and a familiarity with the principles and practices of public administration.
  • This position requires a high degree of skill in composing and transcribing correspondence, minutes and reports; a working knowledge of a variety of automated office equipment including basic computer software (preferably Microsoft Office and Google Platform) and the ability to use that equipment to communicate effectively and professionally; and the ability to independently manage a wide range of administrative details.
  • Ability to understand, follow and communicate complex written and verbal instructions, establish and maintain effective working relationships with others, and the ability to recognize and respond to organizational issues and priority setting situations.
• Education:
  • High School diploma or equivalent.
  • Higher education courses in information technology and business practices are preferred.
• Physical Requirements:
  • Walk, climb stairs, bend and lift up to 45lbs.
• Must be legally authorized to work in the United States
• Must provide a current national background check without disqualifying results at time of hire.