Campus Secretary

Secretary

The campus secretary's role is multifaceted, involving both administrative tasks and interpersonal communication, contributing significantly to the efficient functioning of the school environment.

Under the supervision of the Principal, provides support to the Principal in a wide range of office and school operations; coordinates and organizes office activities and coordinates flow of communications and information for the Principal; provides support by planning, organizing, supervising and participating in the school office administrative operation; maintains confidentiality of sensitive and personal information; prepares and maintains a variety of records and reports related to assigned activities.

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting and contributing to high student achievement.
• Provide program support and service delivery; communicate effectively within and across teams and participate in cross-functional work groups.
• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.

Major Responsibilities and Duties

Office Management

• Coordinates and organizes office activities, ensuring efficient communication and information flow for the Principal.
• Handles routine issues and emergencies related to employees and students, making independent or collaborative decisions.
• Maintains confidentiality of sensitive and personal information.
• Provides training and work direction to assigned office personnel.
• Updates absence and timesheet information for staff.
• Serves as a major information resource and liaison between schools, departments, and the District office.
• Communicates with personnel and community to exchange information and resolve issues.
• Receives and greets visitors, screens correspondence, and manages telephone calls for the administrator and staff.

Financial Duties and Record Keeping

• Prepares and submits purchase orders, work orders, and reimbursement requests.
• Handles assigned financial duties, maintains school budgets, and manages site accounts.
• Compiles information and maintains records and reports related to assigned activities.
• Inputs data into the system, ensuring accuracy.
• Manages confidential files, including student, personnel, and payroll records.

Secretarial Work and Support to the Principal

• Performs secretarial tasks such as typing, word processing, proofreading, filing, and recording information.
• Provides guidance and direction to other school personnel as needed.
• Composes correspondence independently or with general instruction.
• Acts as a liaison with various constituents, including students, parents, staff, and visitors.
• Ensure that all interactions with students, District personnel, and parents are supportive, courteous, and respectful.
• Perform other duties as assigned by the Campus Principal

Policy, Reports, and Law

• Maintain confidentiality.
• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
• Follow District safety protocols and emergency procedures.
• Perform other related duties as assigned.

Qualifications

Education/Certification:

• High School Diploma or equivalent

Experience:

• Three (3) years successful clerical experience
• Experience in a public educational environment (preferred)

For positions funded by Title monies or for positions at campuses identified as a campus-wide Title campus, the following additional qualifications apply:

• Associate's degree, two years of study at an institute of higher learning or have met formal academic assessment required by No Child Left Behind Act.
• Valid Texas Educational Aide Certificate

Special Knowledge/Skills/Abilities:

• Ability to be self-motivated and self-directed
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to maintain accurate and auditable records
• Knowledge of basic accounting principles
• Ability to operate multi-line phone system
• Effective public relations, organization, communication, and interpersonal skills
• Ability to read; understand and follow detailed written and verbal instructions
• Ability to speak, read, and understand English
• Ability to effectively present information in one-on-one situations
• Proficient in keyboarding and file maintenance

Supervisory Responsibilities:

• None

Mental/Physical Demands and Environmental Factors:

Tools/Equipment Used:

• Standard office equipment including personal computer and peripherals

Posture:

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

• Occasional light lifting and carrying (less than 15 pounds)

Environment:

• Regular exposure to noise and computer monitors
• Work to be completed on-site from assigned school or building
• No remote work

Mental Demands:

• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours