School Secretary/Receptionist

School Secretary / Receptionist

The School Secretary/Receptionist serves as the first point of contact for students, staff, parents, and visitors, providing exceptional customer service while performing a wide range of clerical, attendance, and administrative support functions. This position supports daily school operations, maintains accurate records, assists with communication and scheduling, and ensures efficient front office procedures in a fast-paced school environment.

Primary Duties & Responsibilities

• Demonstrate reliable and consistent attendance, as daily presence at the front desk is essential to maintaining smooth school operations and supporting students, staff, and visitors throughout the school year.
• Maintain effective communication with parents, students, staff, and community members by responding promptly, professionally, and courteously to in-person, phone, and email inquiries.
• Accurately record and maintain required front office documentation, which may include student sign-in/out logs, visitor logs, substitute teacher check-ins, and other school-related records as assigned.
• Maintain a calm, professional, and welcoming demeanor when managing front office interactions, even in busy or high-stress situations, ensuring a safe and supportive environment for all students and guests.
• Maintain professionalism and confidentiality in all duties.
• Willingness to participate in ongoing professional learning to enhance skills and stay current with school-based administrative practices, systems, and procedures.
• Perform other duties as assigned by the Building Principal or designee to support the overall effectiveness of school operations.

Customer Service & Front Desk Management

• Greet and assist all visitors, students, parents, and staff in a professional manner.
• Answer incoming phone calls, take messages, and direct inquiries appropriately.
• Sign in and escort visitors as needed; manage door access and building entry/exit procedures.
• Assist substitute teachers with sign-in, classroom directions, and attendance verification.
• Assist in facilitating communication between staff, students, parents, and administrators, including coordinating translation or interpretation services when needed.

Clerical & Office Operations

• Perform daily opening and closing procedures for the office and front entrance, including unlocking and securing doors in alignment with school safety and security expectations.
• Perform general office duties, including typing, copying, scanning, filing, and maintaining records.
• Manage all incoming and outgoing mail and packages (USPS, UPS, FedEx, etc.), including logging deliveries, notifying recipients, and printing correct mailing labels to ensure packages are properly addressed, tracked, and routed on time.
• Order office and classroom supplies and maintain inventory.
• Run errands and assist with school and district forms, including household update forms.
• Maintain and support office machines and ensure supply needs are met.

Support to School Operations

• Assist with attendance office needs as assigned.
• Assist with scheduling appointments, meetings, and school events.
• Update and maintain student information in the Student Information System (Infinite Campus) as required, and participate in ongoing training to ensure accurate data entry and compliance with district procedures.
• Support staff with absences and serve as a liaison for administration for general school related documentation for students and staff.

Student & Staff Support

• Supervise and provide direction to student interns.
• Call students to the front office for deliveries or parent drop-offs.
• Record and document specific building service requests for operational purposes (i.e., extermination services).

Qualifications

• High school diploma or equivalent required.
• 12 years of clerical, secretarial, or office experience (school setting preferred).
• Strong communication, interpersonal, and customer service skills.
• Ability to multitask, prioritize, and work in a busy environment.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Microsoft Office, Google Workspace, Infinite Campus, and other office technology systems and software is preferred.

Physical Demands

• Must be able to sit, stand, walk, talk, and hear for extended periods.
• Occasional lifting up to 25 pounds and tasks requiring bending or stooping.
• Reasonable accommodations may be made for individuals with disabilities.