Middle School Secretary

School Secretary Position

Purpose Under the direct supervision of the principal, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.

Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for principal, or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Maintains the daily/weekly/monthly calendar of the principal for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, assemblies, conferences, etc.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents and teaching staff or others as requested.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as computer, copy machine, fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

Ability to describe problems and work orally or in writing to supervisor as required.

Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Ability to carry out instructions furnished in written or oral form.

Ability to understand, apply and use computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).

Ability to problem solve job-related issues.

Ability to work with a diverse group of individuals.

Ability to process paperwork accurately according to standardized procedures.

Ability to maintain confidentiality of information regarding students, employees and others.

Organizational and time management skills.

Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments. Ability to work outdoors during outdoor student activities. *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Graduation from high school. Successful experience with office management preferred. FLSA Status: Non-exempt