Administrative Secretary

Job Description

Job Description

Reports to: Principal                                                                                                                  Date Revised: 08/14/2026Primary Purpose:Ensure efficient operation of school administrative office and provide clerical services for school's administrative staff.Qualifications:Special Knowledge/Skills:Proficient keyboarding and file maintenance skillsAbility to use software to develop spreadsheets, databases, and do word processingAbility to maintain accurate and auditable recordsKnowledge of basic accounting principlesAbility to follow verbal and written instructionsAbility to perform a variety of tasks often changing assignment on short noticeEffective organizational, communication, and interpersonal skillsExperience:1 year secretarial experienceMajor Responsibilities and Duties:Records, Reports, and CorrespondencePrepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.Maintain school calendar of events.Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.Reception and PhonesReceive incoming calls, take reliable messages, and route to appropriate staff.Assist students, teachers, and parents as needed.Schedule meetings and appointments and maintain calendar for principal.Accounting and InventoryPrepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.Maintain inventory of fixed assets, equipment, and supplies.OtherAssist with planning, preparation, and setup of faculty meetings and campus activities.Sort, distribute, or deliver mail and other documents.Maintain confidentiality.Follow district safety protocols and emergency procedures.Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computerPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hoursMental Demands: Work with frequent interruptions; maintain emotional control under stress