High School Secretary

Campus Secretary

Primary Purpose: Ensure efficient operation of the school administrative office and provide clerical services for the school's administrative staff.

Qualifications:

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles
• Experience: One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

• Records, Reports, and Correspondence:
• Prepare written correspondence, forms, schedules, or reports using a computer and copier.
• Prepare campus communication and documents as requested using a computer and copier.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Obtain substitutes when necessary.
• Monitor and process personnel time records including leave requests, absence from duty forms and reports.
• Collect and compile information and submit to the central office according to established deadlines.
• Maintain a school calendar of events.
• Assume all the responsibilities of the attendance clerk in his/her absence.
• Assume all duties of the registrar in his/her absence.
• Assist teachers with electronic gradebook issues in Skyward.
• Post grades for office aides.
• Post grades for students in DAEP.
• Print Failure Report, send to appropriate personnel and keep record on file in case of audit.
• Provide Failure Reports to the athletic director and coaches for purposes of eligibility.
• Acquire information/paperwork from prospective transfer students and submit to the principal.
• Send letters and collect money for transfer students.
• File copy of the application in the students file.
• Forward student/parent concerns to the appropriate staff including the principal, assistant principal, attendance clerk, registrar, and counselor.
• Assist principal and assistant principal in preparing for meetings.
• At the end of the school year: Verify PEIMS reports, Out of County reports (make corrections as needed), Out of District reports (make corrections as needed).
• Reception and Phones:
• Schedule meetings and appointments and maintain a calendar at the direction of the principals.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Files:
• Maintain physical and computerized files including mailing lists, student records, and office communication.
• Update documents as assigned.
• Accounting and Inventory:
• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare and process purchase orders.
• Receive, store, and issue supplies and equipment.
• Keep inventory of Chromebook carts and Chromebooks.
• Collect all money coming into the office and make timely deposits.
• Assist with coordination of faculty meetings and campus activities.
• Assist with campus budget preparation.
• Maintain inventory of fixed assets, equipment, and supplies.
• Other:
• Sort, distribute, or deliver mail and other documents. (Including Report cards and Progress Reports).
• Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
• Other duties as assigned.

Comply with district policies, as well as state and federal laws and regulations

Adhere to the district's safety policies and procedures

Maintain confidentiality in the conduct of district business

Must be able to perform the essential functions of walking and interacting with students and/or district employees in the specific work site assigned (classroom or office setting)

Demonstrate regular and prompt attendance

Supervisory Responsibilities: None

Equipment Used: Personal computer, printer, copier, fax machine, and calculator.

Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Frequent demand to multi-task.