Principal Secretary

School Office Clerk

Support the efficient operation of the school office by providing various clerical and administrative services in a professional manner. Essential duties and responsibilities may vary from school to school and may include all or part of the following:

Essential Duties and Responsibilities:

• Monitor and process all expenditure from the general fund and executory/activity accounts including deposits, Quickbook data entry, warehouse orders, bill payment, etc.
• Complete other miscellaneous duties including receive/process orders, answer questions and perform general record keeping duties.
• Reconcile p-card statements, maintain petty cash fund, complete quarterly sales tax reports.
• Oversee the financial activities of the special tuition program including receive payment, issue receipts, forward deposits to district office, maintain ledger and follow up on delinquent accounts.
• Type/word process and operate office equipment to produce business correspondence including memos, letters, newsletters, accountability reports, emails and other documents.
• Create/update the calling tree, staff roster, course master, team configurations, staff & student handbooks and staff evaluations and observations.
• Ensure daily functions of the school office are completed by assisting the principal trouble-shooting office equipment and/or calling in for service, keeping an inventory of related office supplies, developing schedules for front office staff, providing coverage where needed, screening calls to the principal and maintaining a positive work environment.
• Monitor playground during recess.
• Perform annual inventory of office equipment.
• Plan, organize and supervise various school events including meetings, assemblies, Honor Roll programs, staff recognition and other miscellaneous events to include procurement of gifts and food for staff and honor students.
• Follow district policy/procedures regarding staff attendance, request substitutes, process related absence forms, provide account numbers or route to appropriate department and assist in obtaining class coverage when substitutes are not available.
• Compile, locate and retrieve emergency lesson plans, generate attendance sheets and brief substitutes.
• Assist parents with registration and withdrawal of students.
• Maintain and follow district policies regarding student records and student information database.
• Provide coverage in the health clinic when the Nurse/Health Aide is part-time or during lunch or other breaks.
• Maintain log of students visiting the clinic, administer and log medication, administer first aid, care for sick children and contact parents as needed.
• Greet and relate to patrons, colleagues, visitors and students.
• Serve as receptionist including: receive and route calls/messages; screen unexpected callers; and assist visitors (i.e. answer questions, provide directions, etc.)
• Process and distribute mail.
• Oversee after-school activities including providing information to parents, locating students in building, processing related staff paperwork.
• Complete accurate daily attendance records including place and receive phone calls, complete attendance data entry, maintain log of early releases, tardy and generate related reports.
• Perform various duties involving student discipline including enter student discipline data, mail home forms, contact parents and monitor, assist and obtain work for students.
• Perform various duties involving student academic achievements/standing to include generating and mailing letters to parents and generating various reports to teachers and counselors.
• Assist the principal by completing various human resource activities including scheduling interviews, assist with interviews as needed and process the appropriate district forms related to employee employment.
• Perform district required activities to complete the October Count, verify military cards, and attendance forms and generate related reports.
• Perform other duties as assigned.

Education, Training and Experience:

High school diploma or equivalent. Two - three years secretarial experience in an office environment. Basic computer knowledge including word processing, typing and bookkeeping skills. Must be able to troubleshoot office equipment. Ability to promote and follow Board of Education Coherent Governance Policies, District Policies and building and department procedures; communicate, interact, and work effectively and cooperatively with people from diverse ethnic and educational backgrounds; and recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator. CPR and First Aid preferred. The employee must occasionally lift and/or move up to 25 pounds. Criminal background check and District fingerprinting required.