DeTour Area Schools Mainland school Secretary

Building Secretary

The DeTour Area Schools K-12 building secretary serves as the primary administrative support to the Building Principal and functions as the front-line ambassador for the school. This role ensures the smooth daily clerical, logistical, and communicative operations of the building.

Job Summary: The Building Secretary manages the main office, coordinates administrative tasks for school leadership, maintains accurate student and staff records, and fosters positive community relations with families, staff, and visitors.

Key Responsibilities:

• Office Management & Reception Front Desk Ambassador: Greet visitors, verify identification, issue badges, and manage building security entry systems.
• Communications Lead: Answer multi-line phones, route calls, take detailed messages, and distribute daily school-wide announcements.
• Mail & Logistics: Sort and distribute incoming mail, freight deliveries, and interoffice communications.
• Student Data & Information Systems Attendance Tracking: Manage the student information system (SIS) to record daily absences, tardies, and early check-outs.
• Records Management: Maintain cumulative student files, process new student enrollments, and coordinate official transcript transfers.
• Reporting Compliance: Compile data and generate building-level state, federal, and district compliance reports.
• Administrative & Staff Support Principal Support: Manage the Principal's calendar, coordinate meetings, and type official correspondence.
• Substitute Coordination: Log staff absences, secure substitute teachers using automated systems (e.g., Frontline/Aesop), and orient substitute arrivals.
• Financial Services: Process purchase orders, manage building activity accounts, collect student fees, and reconcile timesheets.
• Other Duties as Assigned Emergency Assistance: Serve as a secondary responder for the school clinic by administering basic first aid, ice packs, or prescription medications when the school nurse is unavailable.
• Event Logistics: Assist with the organization, room setup, and coordination of special school events, picture days, and assemblies.
• Crisis Management: Support administration during drills or active emergencies by carrying out duties listed in the school's Emergency Operations Plan.
• Student Supervision: Temporarily assist with monitoring students in the main office, cafeteria, or bus loading zones during peak operational constraints.
• Cross-Department Backup: Cross-train to provide administrative coverage for the Guidance, Library, or Athletics departments during high-volume periods.
• Operational Tasks: Perform any other variable tasks required by the Building Principal or district administration to ensure operational continuity.

Qualifications & Skills Category Requirement Details Education High School Diploma or equivalent (Associate degree in business/office administration preferred). Experience 13 years of clerical experience, preferably in a K-12 school or fast-paced public environment. Technical Proficiency with MS Office/Google Workspace and student management software (e.g., Skyward). Compliance Deep understanding of student data privacy laws, including FERPA guidelines . Clearance Must pass a mandatory criminal background check and other checks Physical Demands Environment : High-interrupt environment with moderate-to-loud noise levels. Stamina : Ability to sit or stand for extended periods and lift/move boxes up to 3050 pounds