School Secretary

School Secretary

The School Secretary provides comprehensive administrative and clerical support to the principal and campus leadership team to support the efficient daily operation of the school. This position serves as a primary point of contact for students, parents, employees, visitors, and community members and is responsible for providing professional, responsive, and confidential customer service.

The School Secretary supports student enrollment and registration, maintains accurate student and campus records, assists with PEIMS-related data and reporting, coordinates campus communications and administrative processes, and ensures required documentation is complete, organized, and maintained in accordance with district procedures and applicable state and federal requirements.

Education

• High school diploma or GED required.
• Associate degree or college coursework in business administration, office administration, education, or a related field preferred.

Experience

• Minimum of two (2) years of clerical, secretarial, administrative support, or related experience required.
• Experience working in a school or educational setting preferred.
• Experience supporting student enrollment, registration, records, PEIMS, or student information systems preferred.
• Experience providing customer service and working directly with parents, students, employees, and the public preferred.

Administrative and Principal Support

• Provide administrative and clerical support to the principal and campus leadership team to support effective campus operations.
• Prepare correspondence, reports, forms, presentations, spreadsheets, meeting materials, and other documents as requested.
• Maintain the Principal's calendar, schedule appointments and meetings, and assist with coordinating campus events and activities.
• Coordinate meeting logistics, including reserving meeting spaces, preparing materials, communicating with participants, and arranging refreshments or other accommodations as needed.
• Assist with conference registrations, travel arrangements, purchase documentation, and other administrative needs for the principal and campus staff.
• Prepare and process purchase orders, payment authorizations, supply requests, and other administrative documentation as assigned.

Front Office and Customer Service

• Serve as a primary point of contact for the campus and maintain a professional, organized, and welcoming front office environment.
• Answer and route incoming telephone calls, greet visitors, respond to routine questions, and direct inquiries to the appropriate campus or district personnel.
• Provide timely and professional assistance to students, parents, employees, visitors, vendors, and community members.
• Assist families with general campus information, procedures, forms, and other school-related questions.
• Support campus communication by distributing notices, correspondence, announcements, and other information to students, families, and staff as directed.

Student Enrollment and Records

• Support the student enrollment and registration process, including assisting parents and guardians with enrollment requirements, forms, and required documentation.
• Review enrollment documentation for completeness and accuracy and follow up with families regarding missing or incomplete information.
• Enter, update, and maintain student demographic, enrollment, withdrawal, and other required information in the district's student information system.
• Process student withdrawals, transfers, records requests, and related documentation in accordance with district procedures.
• Maintain organized, accurate, and confidential student records in accordance with district, state, and federal requirements.
• Coordinate with campus and district personnel to resolve enrollment or student records discrepancies and ensure required information is submitted within established timelines.

PEIMS and Data Support

• Assist with the collection, entry, verification, and maintenance of student and campus information required for PEIMS and other state, federal, and local reporting.
• Review student data and support documentation for accuracy and communicate discrepancies or missing information to appropriate personnel.
• Assist with maintaining accurate information related to student enrollment, attendance, demographics, program participation, and other required data elements.
• Support campus administration with reports, data requests, report cards, student records, and other required documentation.
• Meet established timelines and deadlines for data entry, records maintenance, enrollment documentation, and required campus reporting.

Records, Compliance, and Confidentiality

• Compile, maintain, and file reports, records, correspondence, and other campus documentation in accordance with district procedures and records retention requirements.
• Maintain confidentiality of student records, personnel information, and other sensitive or confidential information.
• Follow established procedures for the release, storage, and maintenance of confidential records and information.
• Comply with applicable federal and state laws and regulations, Texas Education Agency requirements, district policies, administrative procedures, and local board policy.
• Maintain a high level of professionalism, dependability, accuracy, and confidentiality in all interactions and responsibilities.
• Perform other duties as assigned by the principal or district administration.

Skills, Knowledge, and Abilities

• Knowledge of general school office procedures and administrative practices.
• Working knowledge of student enrollment, registration, attendance, and records processes.
• Basic knowledge of PEIMS requirements and student data reporting preferred.
• Ability to maintain accurate records and review documentation for completeness and accuracy.
• Ability to maintain confidentiality of student, employee, and organizational information.
• Strong organizational skills with attention to detail and accuracy.
• Ability to prioritize assignments, manage deadlines, and handle multiple responsibilities in a fast-paced school environment.
• Ability to exercise sound judgment and make appropriate decisions within established policies and procedures.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to communicate professionally and effectively with students, parents, employees, administrators, and community members.
• Proficiency in Microsoft Office, Google Workspace, spreadsheets, email, student information systems, and other applicable technology.
• Ability to learn and effectively use district software and administrative systems.

Working Conditions and Physical Requirements

• Mental Demands
• Maintain emotional control under stress.
• Work with frequent interruptions and changing priorities.
• Maintain attention to detail while managing multiple responsibilities and deadlines.
• Communicate effectively and professionally with diverse groups of individuals.
• Exercise sound judgment when handling confidential or sensitive matters.
• Physical Demands
• Regularly required to sit, stand, walk, communicate, and use office equipment.
• Frequent use of computers, telephones, and other standard office equipment.
• Occasional lifting, carrying, pushing, or pulling of office supplies, files, and materials.

Equal Opportunity Statement Tejano Center for Community Concerns is an Equal Opportunity Employer. The organization does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, or any other protected status in accordance with applicable law.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.