School Secretary

General Summary: The Fortune School Secretary will serve as a lead member of the team to ensure the smooth and efficient operation of the school site. The School Secretary will support the principal in their efforts to create a learning environment where each child is focused on learning and staff is focused on results. The position will provide excellent customer service to all students, parents, staff, community members, and stakeholders. The School Secretary needs to stay at the front desk.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide varied and responsible secretarial and clerical support services to relieve the Principal of administrative and clerical detail; compose independently or from oral instruction, letters requesting or providing information or dealing with routine matters.
• Coordinate flow of communications between parents, students, and the public; respond to inquiries and provide information to teachers, students, and the public.
• Monitor scholar waiting for parents; record and collect student suspensions; assure the safety and supervision of students; perform student health care functions, and administer first aid.
• Prepare for new school year; coordinate and oversee student registration activities; assist with student classroom placement; assure overflow students are transferred to appropriate schools.
• Compile information and prepare and maintain a wide variety of data, records, and reports according to established procedures and timelines; establish and maintain filing systems; prepare a variety of documents, including forms, flyers, schedules, newsletters, and handbooks.
• Maintain a variety of calendars for the Principal; schedule and coordinate use of school facilities; arrange travel reservations and prepare related documents.
• Perform receptionist duties; initiate and answer telephone calls; screen and route calls; provide information and assistance to callers; receive and distribute messages to appropriate personnel; receive, open, sort, screen, and distribute incoming mail; distribute campus keys.
• Monitor inventory levels of school supplies and textbooks, ordering replacements as necessary; distribute and collect textbooks; ensure students are billed for lost/damaged textbooks; communicate repair and maintenance issues to appropriate personnel.
• Prepare, maintain, and process financial records related to the assignment; record expenditures and assist in monitoring assigned budgets; maintain and reconcile school checkbook and petty cash account; process, audit, and arrange for payment of school invoices; process returned checks; perform bank deposit activities.
• Contact parents and guardians to clear student absences; prepare Average Daily Attendance reports as assigned by position.
• Operate a variety of office equipment, including a fax machine, copier, and computer, and assigned software.
• Maintain all student records; attendance records, daily/monthly attendance reports, and other pertinent student data files, and reply in a timely manner to requests for student records.
• Monitor the absence of students and check on children not reporting to school and not reported absent by parents.
• Maintain and update emergency release forms and remove them from the building in the event of an emergency.
• Coordinate registration of all prospective students. Prepare class lists.
• Prepare monthly Notes & Notables messages; notify Fortune School of upcoming events for publicity purposes so that pictures, videos, or news releases can be organized.
• Document Student Behavior forms and prepare behavior reports as requested by the principal.
• Ensure that all report cards and progress reports are processed promptly and maintained in the appropriate files.
• Coordinate the development of the school's monthly newsletter and bulletins for teachers.
• Disseminate mail and other information to the appropriate school staff.
• Process updates and revisions of Board Policy.
• Process free and reduced lunch applications.
• Initiate transportation requests for students and for student field trips.
• Maintain all room keys for the building.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to run an efficient support system for the school environment.
• Possess the qualities of reliability, honesty, integrity, and promptness in performing duties.
• Excellent interpersonal skills, including the ability to handle confidential and sensitive issues with diplomacy and the ability to work effectively with teammates of all levels. Easily approachable and sensitive to the interpersonal anxieties of others. Must display a pleasant demeanor and demonstrate a genuine interest in people.
• Excellent communication and writing skills with demonstrated ability. Must speak and write clearly and courteously at all times.
• Excellent organization, time management, and follow-up skills; high sense of urgency.
• Demonstrated ability to successfully handle multiple projects concurrently; ability to work independently.
• Ability to navigate complex problems and develop solutions; strong analytical skills and ability to make decisions that are within the best practices of the school.
• Self-directed; ability to effectively prioritize and follow through.
• Proven leadership skills with the ability to develop and implement processes and procedures.
• Proficiency with the Microsoft Office package and student information systems.
• Positive, can-do attitude, customer service oriented, and a high level of professionalism.
• Possess a passion for educating each child, empowering them to go to college and become productive citizens.
• Hearing and speaking to conduct group training, exchange information in person, electronically, and on the telephone.
• Ability to read printed material and computer screens.
• Ability to understand speech at normal levels.
• Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
• Kneeling, bending at the waist, and reaching overhead above the shoulders and horizontally to retrieve and store files and supplies.
• Ability to climb stairs, walk, and sit for extended periods of time. Ability to lift and carry 10 pounds.
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential job functions.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires sitting, walking, and standing. This job is performed in a busy school site that should maintain a clean and healthy environment.

EDUCATION AND EXPERIENCE

• 3-5 years in office administration (Past experience in a K-12 education environment preferred)
• Bachelor's degree
• Office environment: constant interruptions
• Outdoor environment: driving a personal vehicle to conduct work, visit school sites, travel to other organizations and companies; meetings and workshops

CLEARANCES

Criminal Justice/Fingerprint Clearance

TB Clearance