Elementary School Campus Secretary

Administrative Office Clerk

Ensure efficient operation of the school administrative office and provide clerical services for the school's administrative staff.

Qualifications

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient word processing and file maintenance skills

Effective organizational, communication, and interpersonal skills

Positive attitude and ability to work under stressful or busy conditions

Ability to use a personal computer and software to develop spreadsheets, databases, and do word processing

Knowledge of basic accounting principles

Experience:

Secretarial experience, preferably in a public education environment

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports using personal computer.
2. Prepare instructional materials, meeting agendas, honor rolls, and campus communication as requested, using personal computer.
3. Maintain a daily teacher attendance log and records for substitute teachers.
4. Monitor and process personnel time records, including leave requests and reports. Compile information and submit it to the central office by established deadlines.
5. Maintain school calendar of events.

Reception and Phones

1. Schedule meetings and appointments and maintain the principal's calendar.
2. Greet and direct campus visitors. Maintain a visitor log and issue visitor passes.
3. Assist students, teachers, and parents as needed.
4. Assist with receiving and distributing student materials, including homework requests.
5. Receive incoming calls, take messages, and route them to the appropriate staff.
6. Receive, sort, and distribute mail, messages, documents, and other deliveries.

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Receive, store, and issue supplies and equipment.
3. Assist with coordination of faculty meetings and campus activities.
4. Assist with campus budget preparation.
5. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
2. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
3. Provide clerical assistance as needed.
4. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
5. Ability to read and write correspondence. Ability to effectively respond to questions from administrators, faculty, parents, students, and the community. Strong communication, public relations, and interpersonal skills.
6. Maintain confidentiality.

Supervisory Responsibilities: None.

Equipment Used: Personal computer and peripherals, copier, fax machine, and calculator. Bell system and intercom.

Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer and phones. May work irregular and/or prolonged hours.