Secretary

Job Description

Job Description

Description:

The Secretary performs such duties as necessary to provide support to the administrative staff of the Academy to facilitate the creation of an efficient and effective operation for teaching and learning. The Secretary, an administrative support staff member, presents a positive image of the Academy to parents, staff, students and the community. The Secretary handles all matters related to their duties in a confidential matter regarding students, student records, staff, parents and other Academy related matters.  

1. Answer the telephone, take and deliver messages, screen calls, maintain calendar and schedule appointments for the administrative staff. 
2. Check voice and email messages and deliver all such messages to the appropriate administrator or staff person. 
3. Type, edit, print and file all correspondence, reports, agendas and minutes of meetings held by the administrators. 
4. Maintain and organize a workable filing system for both paper and electronic records. 
5. Complete student registrations and enrollments. 
6. Maintain student records, reports, tardies, discipline reports and other necessary information for student history. 
7. Maintain and update all student emergency cards and information. 
8. Request and send out student records upon request from other institutions or parents. 
9. Open, sort, screen and deliver to appropriate staff all mail coming in to the building. 
10. Prepare documents/reports including: staff and daily announcements, schedules for lunch duty and after school duty, staff directory and phone tree, newsletters, Principal’s reports, handbooks, legal notices, student count records, student uniform purchases and reports, Academy forms, Academy activities flyers, various State reports, Central Michigan University (“University”) reports, mobility reports, Academy Board reports and other reports and documents as assigned. 
11. Coordinate, prepare and assist the Principal and administrative staff in the preparation of agendas, notices, forms, refreshments, equipment and necessary materials for meetings, family and staff events. 
12. Assist visitors and parents with information, translations and other needed services. 
13. Create and monitor sign in and sign out sheet for students and staff. 
14. Perform such other duties as assigned by the Principal or administrators. 

Qualifications:

1. High school diploma or General Education Development Test (“GED”).  
2. Previous secretarial experience and training is desirable but not required. 
3. Organizational skills while completing assigned tasks. 
4. Word processing skills for the completion of assigned tasks. 
5. Proficiency in oral and written communication skills. 
6. Proficiency in the operation of office machines including the computer, copier, and fax machines, etc. 
7. Knowledge of software applications such as word processing, spreadsheets and data base management. 
8. Display responsibility, initiative and the exercise of good judgment in the fulfillment of assigned tasks. 
9. Display a professional and personable attitude toward staff, students, parents and the community while fulfilling assigned duties.  
10. Complete all assigned tasks in a confidential manner. 
11. Satisfactory criminal background check and unprofessional conduct check as required by School Safety Legislation.