Building Secretary

Building Secretary

General description of position: The Building Secretary plays a vital role in the daily operations of the school, ensuring that administrative tasks are efficiently managed and that communication within the school community is smooth and effective.

Qualifications:

• High School diploma
• Proficiency in data entry and use of Microsoft Office software
• Pleasant personality and good interpersonal skills
• Good oral, written, and telephone communication skills
• Working knowledge of basic office procedures and the operation of common office equipment
• Ability to quickly learn how to use new software products
• Alternatives to the above qualifications as the Board may find appropriate and acceptable

Reports To: Building Principal/Assistant Principal

Performance Responsibilities:

• Performs all data entry and data processing as directed
• Tracks and balances all student activity accounts
• Monitors purchase order approval, orders items, and gains approval for payment upon receipt of items, all according to district procedures
• Deposits all money collected daily
• Maintains demographic data in Power School, creates reports, mail merges data, and coordinates mailings
• Utilizes shortcuts and efficiency options (i.e. mail merging, importing, and exporting)
• Utilizes e-mail for correspondence and utilizes the internet as needed
• Routinely updates the building website
• Serves as receptionist by answering telephone, taking messages, writing passes, admits, etc.
• Maintains building files and records
• Makes parental contacts and other phone calls/correspondence as directed
• Assists with Health Services Supervisor's duties
• Assists in arranging and phoning for substitute teachers
• Assumes 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
• Assists in scheduling Parent/Teacher Conference appointments
• Assists in the normal flow of office traffic and requests of faculty and students
• Assists 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
• Keeps student cumulative records in alphabetical order according to each class
• Assumes 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
• Sends quarterly letters to parents regarding outstanding fees and excessive absences/tardies
• Assists with the supervision of students while they are in the office area
• Demonstrates cooperation, courtesy and willingness to improve conditions and situations involving staff, parents and students
• Attends work regularly, dresses appropriately, is conscious of responsibilities, maintains confidentiality, and conducts tasks with integrity
• Fosters good public relations
• Performs 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.

District Mission Statement: The Mission of Plano School District is to empower and inspire our diverse student body to achieve academic excellence, experience personal growth, and make positive contributions to society.

District Vision Statement: Students Our students will think critically, persevere, and contribute productively to society. Families & Community Our family and community members are partners in the educational process and will support the fundamental Mission of the District. Educators Our educators have unwavering high expectations, believe in students, demonstrate a growth mindset, and foster a collaborative environment.