Building Secretary for the 2026-2027 School Year

School Office Clerk

Basic Function: To assure the smooth and efficient operation of the school office so that the office's maximum positive impact on the education of children can be realized.

Representative Duties:

• Greet visitors, maintain sign-in log and distribute visitors' badges.
• Take incoming telephone messages, route and follow through.
• Distribute mail.
• Maintain accurate attendance records including attendance card files.
• Maintain current class list.
• Care of ill or injured pupils, providing minor assistance and calling nurse or parents as the occasion demands.
• Collect teacher lesson plans as directed by the principal.
• Make schedules and continually update student schedules as directed by the principal.
• Register new pupils, making teacher registration, principal registration card, cumulative folder, health card, attendance card, request records from prior school, obtain emergency information from home and collect required transfer form.
• Transfer students, informing teacher, determining attendance, issue school fee refund request, obtain report card from teacher, send records to new school and cumulative card to the superintendent's office.
• Prepare student insurance claim forms and prepare and file accident reports on all student accidents.
• Keep teacher and personnel attendance records, completing absence, substitute teacher forms, and internal substitute forms.
• Responsible for stock of supplies and for ordering new supplies, checking in receipts of supplies, storing and distributing.
• Bookkeeping for the Activity Fund.
• PowerSchool duties: Input and verify all student data to ensure accuracy Make necessary changes to attendance and student records Run Reports as needed or requested.
• Keep records of long distance telephone calls, reconcile and collect for personal phone calls.
• Assist in arranging conferences between parents and teachers or principal.
• Maintain all files up-to-date.
• Keep current inventory records on textbooks.
• Assist in arranging field trips.
• Assist in public relations activities.
• Deliver messages to parents and teachers and follow-up on referral request.
• Type and duplicate or e-mail notices as directed by the principal.
• Assist in registration.
• Assist building staff in other clerical duties as may be assigned.

Qualifications:

• High School Diploma or equivalent.
• Proficient use of computer software applications, including spreadsheet, database and word processing programs required.
• Ability to key or type at least 45 words per minute.
• Knowledge of office machines.
• Filing and bookkeeping skills.
• Ability to establish good public, personnel and student relations.

Working Conditions:

Environment: School office environment; constant interruptions

Physical Abilities: Sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard; reaching overhead, above shoulders and horizontally, bending at the waist and kneeling or crouching to retrieve files from cabinets and shelves; hearing and speaking to exchange information in person or by telephone; seeing to read various documents related to assigned activities; lifting light objects.

Other: The employee shall follow all School Board Policies.

Zion Elementary School District 6