Secretary to the Principal

Primary Purpose:

Ensure effective operation of school administrative office and provide clerical services for school’s administrative staff. Perform general bookkeeping and maintain campus financial records, including campus activity funds.

Qualifications:

Minimum Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Bilingual preferred

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

Experience

Three years secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested. Maintain daily employee and substitute attendance records. Serve as the campus designee for Smartfind Express to include processing leave requests, sub placements, teacher coverage pay sheets. Compile and maintain reports and information to submit to central office according to established procedures and deadlines. Maintain school calendar of events. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

Receive incoming calls, take reliable messages, and route to appropriate staff. Assist students, teachers, and parents as needed. Schedule meetings and appointments and maintain calendar for principal.

Accounting and Inventory

Prepare and make cash deposits for activity account(s). Responsible for maintenance of activity accounts in the general. Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment. Maintain complete and systematic records of campus financial transactions according to established procedures and generally accepted accounting principles. Process and account for all money generated and distributed in school-sponsored activities, including receipt of cash and preparing and making cash deposits. Prepare gate boxes for all athletic events and process direct pay requests for officials. Manage campus purchasing cards. Maintain inventory of campus fixed assets, equipment, and supplies.

Other

Assist with planning, preparation, and setup of faculty meetings and campus activities. Sort, distribute, or deliver mail and other documents. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence. Maintain confidentiality. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:  Standard office equipment including personal computer and peripherals

Posture:  Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:  Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting:  Occasional light lifting and carrying (less than 15 pounds)

Environment:  May work prolonged or irregular hours; occasional districtwide travel

Mental Demands:  Work with frequent interruptions; maintain emotional control under stress

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