Secretary to the Principal

Secretary To The Principal

Location: Allentown High School, Allentown, NJ

Position Summary: The Administrative Assistant to the High School Principal provides comprehensive administrative, clerical, operational, and event coordination support to ensure the effective year-round functioning of the principal's office. This position serves as the primary point of contact for students, parents, staff, vendors, and community members and requires a high level of professionalism, discretion, confidentiality, and organizational skill. The role plays a critical part in supporting school leadership, fiscal operations, and the planning and execution of major school events, including high school graduation.

Essential Duties and Responsibilities:

• Serve as the primary administrative support to the High School Principal.
• Manage the principal's calendar, schedule appointments, meetings, and events.
• Act as the first point of contact for visitors, phone calls, emails, and correspondence.
• Maintain strict confidentiality of sensitive student, personnel, and school-related information.
• Prepare, proofread, and distribute correspondence, reports, memos, and presentations.
• Coordinate meetings, including preparation of agendas, materials, and recording minutes as required.
• Assist with student-related administrative matters, and parent communications as directed by the principal.
• Support administrative processes related to staff absences, time sheet approval and personnel documentation.
• Fiscal and Purchasing Responsibilities:
• Manage and process purchase orders for all departments, ensuring compliance with district and state purchasing procedures.
• Communicate with vendors regarding quotes, orders, deliveries, invoices, and discrepancies.
• Track purchase orders, budgets, and expenditures to ensure fiscal accountability.
• Maintain purchasing documentation and records for audits and administrative review.
• Graduation Planning and Coordination:
• Plan, coordinate, and manage all aspects of the high school graduation ceremony, serving as the primary point of contact for staff, students, parents, vendors, and district offices.
• Develop and maintain graduation timelines, task lists, and checklists to ensure deadlines are met.
• Coordinate delivery and set up logistics, seating, staging, sound systems, security, accessibility accommodations, and weather contingency plans.
• Prepare graduation programs, scripts, tickets, and related materials.
• Communicate graduation information and procedures clearly to students, families, and staff.
• Coordinate staff assignments and volunteer support for graduation events.
• Oversee graduation-day operations to ensure a smooth, safe, and professional ceremony.
• Order and maintain office and school supplies and manage inventory.
• Collaborate with assistant principals, counselors, teachers, and support staff to ensure smooth daily operations.
• Respond professionally to urgent situations and manage competing priorities in a fast-paced environment.
• Perform other duties as assigned by the High School Principal.

Hours: Standard school hours

Salary: Salary for this position shall be in accordance with the current agreed upon collective bargaining agreement. All collective bargaining agreements are available on the District website.