School Secretary/Office Manager

Warm, kind, efficient, capable-of-multi-tasking secretary needed for busy office at growing private K-8 school.

This role involves performing a wide range of administrative and office support duties to ensure the smooth and efficient operation of the school and to support the principal. As the first point of contact, both in person, over the phone, and via email, you will play a key role in creating a positive first impression and setting the tone for the school environment. For this reason, the ideal candidate should be upbeat, friendly, professional, and welcoming.

Main Job Tasks and Responsibilities

• Serve as the first point of contact for the school by managing phone calls, emails, and digital inquiries; screen and route communications appropriately

• Welcome and assist visitors, parents, and students, ensuring a positive and professional experience

• Perform general administrative duties including email management, document preparation, digital copying/scanning, and mail distribution (physical and electronic)

• Maintain and organize digital filing systems and, where necessary, physical records in compliance with school policies

• Enter, update, and manage data in school information systems (SIS) for attendance, billing, donations, tuition, reporting, and student records

• Generate reports and retrieve information from databases and digital platforms as needed

• Respond to administrative questions and troubleshoot routine issues, escalating when appropriate

• Prepare, format, and edit communications including correspondence, reports, newsletters, and internal documents using modern productivity tools

• Manage office supplies and place orders as needed

• Coordinate with facilities/maintenance teams for building or equipment issues

• Create and distribute weekly newsletters using email platforms and digital design tools

• Maintain and update the school website, calendar, and parent communication platforms with events, forms, and announcements

• Support faculty and staff with administrative and technology-related tasks, prioritizing based on school needs

• Provide basic first aid (e.g., bandages, ice packs) and follow school protocols for health and safety situations

• Manage daily attendance, maintain accurate records, and assist with report cards and student documentation

• Assist with school events, scheduling, and coordination using shared calendars and communication tools

• Perform additional duties as assigned to support school operations

Education and Experience

• Proficiency with modern office software and platforms (e.g., Google Workspace, Microsoft Office, email systems, and digital collaboration tools)

• Experience with student information systems (SIS) or similar databases preferred

• Familiarity with standard office equipment and basic troubleshooting

• Understanding of administrative procedures, digital recordkeeping, and data privacy practices

• Knowledge of general office management principles and workflows

Key Competencies

• Warm, welcoming demeanor with a commitment to creating a positive, happy school environment

• Strong written and verbal communication skills across multiple platforms (in-person, phone, email)

• Excellent organization, time management, and multitasking abilities

• Ability to prioritize tasks in a fast-paced environment

• Problem-solving skills with sound judgment and discretion

• Attention to detail and accuracy in all work

• Flexibility and adaptability with changing priorities and technologies

• Ability to handle sensitive information with confidentiality

• Team-oriented mindset with a focus on supporting the school community

• Commitment to acting in the best interests of the school at all times

Hours: Monday to Thursday 8am-4pm, Friday 8am-2pm.

Pay: Starting at $20 per hour/negotiable, plus retirement plan and FSA