Principal Secretary - Urbandale Middle School

Principal's Secretary

Assist the principal in the administration of the assigned school site by performing a variety of complex secretarial and habitual administrative support functions. Direct and coordinate the work flow and activities processed through the school's central office.

Skills, Knowledge, and Abilities:

• Ability to operate a variety of standard office equipment including computer, printer, copy machine, scanner, fax machine, telephone, etc.
• Ability to understand the meaning of words and to use them effectively when speaking and writing to properly convey or receive information.
• Ability to create, format, and edit written communication that is clear and professional.
• Ability to work independently, efficiently and meet deadlines.
• Ability to be well organized and customer service oriented.
• Ability to accurately use and maintain databases.
• Ability to fluently use software such as Microsoft Office, Excel, Powerschool, ParentSquare and Google apps.
• Experience with creating and using spreadsheets, and all applications with Google suite

Education:

• At least one year of specialized training beyond high school.

Experience:

• Two to 3 years of secretarial, administrative or office management experience involving data entry, accounting and records management experience.

Equipment:

• Office equipment such as two-way radios, cell phone, tablets, laptops, multi-line phone system, fax machines, copiers, computers, etc.

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Greet parents/guardians, faculty, substitutes and students; direct visitors to appropriate locations.
• Must be able to multitask in a busy environment.
• Resolve problems personally or refer staff member to the correct individual.
• Keep an accurate list of calls, messages, information requests, meetings and appointments.
• Maintain accurate student records.
• Implement security and emergency procedures in emergency situations.
• Provide class lists for teachers, run enrollment reports (BEDS and state report), update cumulative digital files, transfer student files to other schools and request student records for incoming students.
• Support all parts of the registration process with the district office registrar.
• Receive and deposit all money for the school's activity and agency accounts.
• Enter all deposits in the computer's P.O. accounting system.
• Maintain accurate budget sheets and activity, athletic, agency and instructional account balances.
• Check budget sheets from Administration against school records.
• Order and maintain adequate supplies, instructional materials, office materials and items for the health office.
• Type all correspondence; purchase orders, memos, bulletins, agendas, letters, flyers, weekly newsletter, teacher observations and summative evaluations.
• Troubleshoot and assist students, faculty, and staff with questions regarding forms, computers, and office equipment.
• Maintain confidentiality when dealing with sensitive subjects related to students, families and staff members.
• Nursing duties as necessary.
• Must be able to interact in a positive manner with students, faculty, parents, and other staff members.
• Meet regularly with principal using weekly meeting agenda checklist.
• Schedule staff meetings for principal using Google Calendar.
• Inform principal of urgent matters and determine when delegation of administrative tasks is needed.
• Maintain a reliable attendance record.
• Perform other duties as needed or assigned.

Supervision of Others: None

Physical Requirements:

• Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating, fingering and grasping small objects normally weighing less than 10 lbs.
• Occasional bending, stooping, kneeling and related physical activity.
• Ability to work while standing, moving and/or walking.
• Drug, tobacco, and alcohol free while working.
• Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
• Ability to operate a motor vehicle used to travel between sites.

Working Conditions:

• Majority of work is performed in an office or school setting.
• Occasional exposure to body fluids, fumes, noise, hazardous materials and emergency situations.

Terms of Employment:

• At-will employee
• 11-Month position
• Per board policies and administrative guidelines
• Performance is evaluated annually.