Building Administrative Secretary

Building Administrative SecretaryThe Building Administrative Secretary serves as the primary administrative, operational, and financial lead for the school office while playing a pivotal role in student attendance management and family outreach.This position oversees daily front office operations, budget/activity accounts, staff substitute coordination, and student records. Simultaneously, the role functions as a key bridge between the school, students, and families by analyzing attendance data, implementing tiered truancy interventions (in compliance with Ohio law), and connecting families with community resources to remove barriers to student success.QualificationsMinimum QualificationsHigh school diploma or G.E.D. required.Minimum of two (2) years of secretarial, clerical, or office experience, preferably in a school or public-sector setting involving student services or family outreach.Demonstrated proficiency with office technology, databases, and data entry.Ability to successfully pass required criminal background checks.Preferred QualificationsSome college coursework, associate's degree, or training in office administration, social work, counseling, or education.Proficiency with student information systems (PowerSchool), visitor management systems (Raptor), and substitute management software (Frontline Absence Management).Experience supporting financial processes, budgets, purchase orders, or student activity accounts.Demonstrated experience working with diverse student populations using culturally responsive and trauma-informed practices.Strong typing skills (60+ WPM preferred).Essential Duties and ResponsibilitiesPrimary functions may include the following duties, responsibilities, skills, abilities, and other characteristics. This list is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of all tasks performed within this classification.1. Front Office & Reception ManagementManages daily front office operations, serving as the first point of contact by answering phones, responding to emails, greeting visitors, and directing inquiries.Provides exemplary, culturally responsive customer service to students, parents, staff, and community members.Maintains visitor sign-in/out procedures and student entry/exit logs using the Raptor system to ensure facility safety.2. Attendance Data, Truancy Compliance & Family OutreachEnters, monitors, and analyzes daily and weekly student attendance data in PowerSchool to spot chronic absenteeism patterns early.Serves as a primary point of contact for families experiencing attendance barriers; conducts phone calls, conferences, and home visits using empathetic, trust-based communication.Implements Multi-Tiered System of Supports (MTSS) attendance interventions (Tier 1 universal recognition, Tier 2 targeted check-ins, and Tier 3 intensive case management).Ensures full compliance with Ohio compulsory attendance laws and Ohio HB 410 requirements, maintaining detailed, audit-ready records of all contacts and intervention plans.Connects families to district resources, social services, healthcare, and support for Students Experiencing Housing Instability.3. Financial & Business Operations SupportCollects, records, and deposits funds related to school fees, activity accounts, and fundraisers in accordance with financial policies.Processes requisitions, purchase orders, invoices, and budget tracking for building operations.Maintains petty cash accounts and prepares financial reports for administrative review and audit readiness.4. Student Enrollment, Records & Health Clinic ProtocolRegisters new students, processes transfers/withdrawals, and maintains cumulative files (medical records, testing materials) in strict compliance with FERPA.Fulfills official records requests and updates teacher, course, and calendar data in PowerSchool.Routes all sick, injured, or medically fragile students directly to the Health Paraprofessional / Clinic, maintaining zero responsibility for triaging medical needs or administering medications.5. Staff Support & Human Capital ManagementManages staff absences using Frontline, coordinates substitute coverage, and prepares substitute materials and welcoming packets.Processes staff operational paperwork, including Extra Duty Forms, Green Sheets, Supplemental contracts, and payroll documentation.6. Building Operations, Events & CommunicationsCoordinates graduation-related activities (diploma ordering, senior records, awards ceremonies) and assists with school photos, fundraisers, and special events.Submits IT, facilities, and maintenance requests using district ticketing systems; assists with EMIS data input and verification.Prepares and distributes building communications, newsletters, and social media updates as assigned.Knowledge, Skills, and AbilitiesKnowledge of:Standard office administration, basic accounting, and financial recordkeeping practices.Ohio compulsory attendance laws, truancy codes (HB 410), and MTSS frameworks.Student confidentiality laws including FERPA and HIPAA.English grammar, spelling, punctuation, and professional business correspondence.Skilled in:Navigating PowerSchool, Raptor, Frontline, Microsoft Office, and Google Workspace.Accurate financial data entry, typing, report generation, and record retention.Conflict resolution, family engagement, active listening, and empathetic problem-solving.Managing multiple competing priorities in a fast-paced, interruption-driven environment.Ability to:Exercise sound judgment, empathy, and discretion when handling sensitive or confidential information.Identify root causes of student absenteeism and collaboratively design proactive solutions with families and staff.Remain calm, flexible, and professional under pressure.Maintain highly organized, audit-ready financial, student, and attendance records.Physical Demands & Working ConditionsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in keeping with law.Physical Demands: While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required to sit or stand and move around for extended periods of time. The employee must be able to push, pull, lift, and carry over 25 pounds on occasion.Working Conditions: The employee in this position may experience occasional exposure to blood, bodily fluids, and tissue. The employee may also be required to interact with unruly children or distressed adults.Driving Requirement: This position may require driving to various school sites, district facilities, or home visits/events.This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee's supervisor and/or appointing authority.