Principal's Secretary

Principal's Secretary

The Principal's Secretary provides full administrative assistance and secretarial service to the principal and/or assistant principal of an elementary or middle school.

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

• Reports consistently for work as scheduled
• Performs other duties as assigned
• Attains proficient or higher evaluations on established Performance Standards
• Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
• Arranges all announcements and paging on the intercom system
• Assists in the daily activities of the general ledger accounting, including but not limited to, preparing and inputting journal entries, budget transfers, and bank reconciliations
• Assists students as needed
• Calls for guest staff teachers or classified staff as necessary
• Composes, performs, and types routine correspondence and reports and updates lists
• Confirms appointments and meetings
• Develops and maintains required reports
• Interprets and explains district rules, regulations, and procedures to the public
• Keeps lost and found items and arranges for disbursement
• Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, addresses, telephone numbers, immunization history, correspondence, etc.
• Maintains an attractive and comfortable reception area
• Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services
• Maintains calendars for school use, may include master calendar, schedule of building use, and administrator's calendar
• Maintains current information on staff, including employment data, FTE, salary/benefits, and/or source of funding
• Maintains inventory of office supplies; orders and stocks materials and supplies as necessary
• Maintains responsibility for the clerical operations of a departmental office
• Maintains various databases, reports, and office filing systems
• Makes deposits in school checking account
• Manages school petty cash fund
• Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required
• Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts; reconciles accounts and records; maintains/prepares budget records and summaries
• Performs a variety of duties using various types of office equipment
• Performs duties assigned with departmental budget
• Prepares and processes reports which require research, computation, and compilation
• Prepares reports as required, including payroll reports, state and federal reports, and staff absence reports, etc.
• Processes and inputs data for student registration
• Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases
• Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies
• Provides back up assistance to other office staff
• Records information of all school accidents and files or forwards accordingly
• Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions
• Responsible for accounts receivable and bank statement reconciliation
• Responsible for generating budget reports at the end of each month
• Reviews time sheets on periodic basis, and maintains staff leave, vacation, and flex time for each staff member
• Schedules/coordinates travel arrangements/field trips
• Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
• Takes dictation for official meetings, prepares minutes, and handles confidential or sensitive documents and correspondence
• Tracks general fund budget for the principal
• Verifies calculations on licensed guest staff pay receipts and delivers monthly payroll by payroll cutoff date

Knowledge, Skills, and Abilities:

• Ability to adapt to changing technologies and to learn functionality of new equipment and systems
• Ability to communicate effectively verbally and in writing
• Ability to create, access, input, retrieve, and manipulate information in various software systems
• Ability to establish and maintain accurate record keeping, document management, and filing systems
• Ability to establish and maintain effective working relationships with individuals from many diverse backgrounds and professions including supervisors, administrators, coworkers, staff, students, parents, and the general public
• Ability to follow oral and written instructions
• Ability to greet and interact with the public in a courteous and professional manner
• Ability to maintain confidentiality
• Ability to manage simultaneous demands and set clear priorities
• Ability to perform routine bookkeeping and clerical accounting tasks effectively and efficiently
• Ability to work days, hours, locations, and assignments as directed by the supervisor within the position responsibilities
• Ability to work independently without direct supervision
• Commitment to the education of students as a primary responsibility
• Communicates effectively with students and adults in a wide variety of settings
• Computer proficiency including office productivity applications
• Considerable knowledge of policies, procedures, and overall district functions
• Demonstrated ability to manage simultaneous demands and set clear priorities
• Demonstrated ability to work well with others in a team setting
• Demonstrates citizenship, compassion, courage, discernment, excellence, honesty, hope, integrity, patience, perseverance, reliability, respect, responsibility, and trustworthiness
• Demonstrates effective organizational and time management skills
• Detail-oriented
• Energetic, creative, innovative, flexible
• Excellent cooperative, collaborative, and problem-solving skills
• Knowledge of office methods and procedures including appropriate telephone etiquette
• Knowledge of Special Education, other educational programming, and associated legal requirements as related to the needs of the students assigned to the teacher
• Promotes a positive climate, culture, and community
• Strong mathematical and analytical skills
• Strong organizational, interpersonal, written, listening, and verbal communication skills
• Student-centered and relationship-focused
• Understanding of data privacy laws and their implications for the educational community
• Willing to be trained to carry out delegated nursing practices
• Willingness to participate in ongoing training as required

Work Environment: The work environment characteristics described here are representative of those a staff member typically encounters while performing the essential functions of this job. They are included for informational purposes and are not all-inclusive.

• The noise level in the work environment may alternate among quiet, moderate, and loud.
• The incumbent is frequently required to interact in person and through communication methods with the students, public, and/or other staff.
• The incumbent is required to work scheduled school/work hours and/or days.
• The incumbent may be required to work extended school/work hours and/or days as directed.
• Work is generally performed within a standard office environment.
• The incumbent may experience exposure to high noise levels associated with standard office equipment.

Physical Demands: The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all-inclusive. All physical demands, if listed, are considered essential functions

• Sits, stands, walks, stoops, kneels, and crouches/squats while performing duties
• Has oral and auditory capacity enabling interaction interpersonally and/or through communication devices
• Uses eyes, hands