Job Title:                  Secretary to Principal                     Wage/Hour Status: Non Exempt

Reports to:               Principal                                       

Dept./School:          Florence Middle School               Date Revised:  November 7, 2024

 

 

Primary Purpose:

 

Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

 

Qualifications:

 

Education/Certification:

High School diploma or GED

Knowledge/Skills:

        Ability to schedule meetings using an electronic platform
        Proficient keyboarding and file maintenance skills

        Ability to use software to develop spreadsheets, databases, and 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:

One to three years secretarial experience, preferably in public education environment

 

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.
2. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
3. Maintain school calendar of events and publish on various platforms.
4. Compile, maintain, and file all reports, records, and other documents as required.
5. Maintain student and staff records according to established procedures.

Reception and Phones

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

 Accounting and Inventory

8. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
9. Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
10. Maintain inventory of fixed assets, equipment, and supplies. Orders supplies as necessary.

Other

 

11. Assist with planning, preparation, and setup of faculty meetings and campus activities.
12. Sort, distribute, or deliver mail and other documents.
13. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.
14. Maintain confidentiality.
15. Assist with various campus programs.
16. Manage coverage for Front Office, ISS position, hourly lunches.
17. Manage substitutes, rosters, lesson plans, keys, emergency folders, ipads
18. Updates website 
19. Other Duties as assigned

 

Supervisory Responsibilities:

        

Monitor the clock in and out times of other campus secretaries and clerical aides.

Manage substitute system for adequately filling absences.

 

 

Equipment Used:

District issued personal computer, printer, copier, fax machine, and calculator.

 

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

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