Job Description

Job Title: Secretary to Principal

Exemption Status/Test: Nonexempt

Reports to: Principal

Date Revised: Dec. 2023

Dept./School: Elementary Campus

Grades Serves: 2nd and 3rd

Position Begins: Jan. 4, 2024

Primary Purpose:

Ensure efficient operation of the school administrative office and provide clerical services for school's administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, and databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignments on short notice

Effective organizational, communication, and interpersonal skills

Experience:

2 years of secretarial experience (preferred)

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials as requested.
• Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to the central office according to established procedures and deadlines.
• Maintain campus calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Assist students, teachers, and parents as needed.
• Schedule meetings and appointments and maintain a calendar for the principal.

Accounting and Inventory

• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
• Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.

Other

• Assist with planning, preparation, and setup of faculty meetings and campus activities.
• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in the nurse's absence.
• Maintain confidentiality.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of a mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

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