Building Secretary

Building Secretary

General description of position: The Building Secretary plays a crucial role in the daily operations of the school, ensuring that administrative tasks are efficiently managed. This position requires a high school diploma and proficiency in data entry and Microsoft Office software. The ideal candidate will possess a pleasant personality, good interpersonal skills, and strong communication abilities. Familiarity with basic office procedures and common office equipment is essential. The Building Secretary will report to the Building Principal or Assistant Principal and is responsible for a wide range of duties including data entry, student account tracking, purchase order management, and more.

Performance responsibilities include:

• Performing all data entry and data processing as directed.
• Tracking and balancing all student activity accounts.
• Monitoring purchase order approval, ordering items, and gaining approval for payment upon receipt of items, all according to district procedures.
• Depositing all money collected daily.
• Maintaining demographic data in Power School, creating reports, mail merging data, and coordinating mailings.
• Utilizing shortcuts and efficiency options (i.e. mail merging, importing, and exporting).
• Using e-mail for correspondence and utilizing the internet as needed.
• Routinely updating the building website.
• Serving as receptionist by answering telephone, taking messages, writing passes, admitting, etc.
• Maintaining building files and records.
• Making parental contacts and other phone calls/correspondence as directed.
• Assisting with Health Services Supervisor's duties.
• Assisting in arranging and phoning for substitute teachers.
• Assuming responsibility for submission to the Administration Office all records of teacher absences, payments for staff substitutes, regular teacher substitutes, etc. on the proper forms.
• Responsible for sorting and distributing incoming mail and mailing of all school items placed in outgoing mail.
• Assisting in scheduling Parent/Teacher Conference appointments.
• Assisting in the normal flow of office traffic and requests of faculty and students.
• Assisting with student registration and the prior preparation of forms, teacher packets, etc.
• Responsible for teacher's attendance registers, and reports monthly attendance and enrollment, quarterly reports of pupils no longer enrolled in District, and monthly absentee records.
• Keeping student cumulative records in alphabetical order according to each class.
• Assuming responsibility for collecting all fees (material, book and snack drink) throughout the school year, recording fee transactions in Power School and deposits fees into the proper account.
• Sending quarterly letters to parents regarding outstanding fees and excessive absences/tardies.
• Assisting with the supervision of students while they are in the office area.
• Demonstrating cooperation, courtesy and willingness to improve conditions and situations involving staff, parents and students.
• Attending work regularly, dressing appropriately, being conscious of responsibilities, maintaining confidentiality, and conducting tasks with integrity.
• Fostering good public relations.
• Performing other duties as may be assigned from time to time by the building Principal.

Terms of employment: Nine month contract and as needed in the summer.

Evaluation: Performance of this job will be evaluated annually.

Compensation: Based on the Plano CUSD 88 Collective Bargaining Agreement.