Secy III - Principal's

Job Title:                                 Secretary to Principal

Reports to:                              Principal

Dept./School:                          Assigned Campus

Wage/Hour Status:                 Nonexempt

Pay Grade:                                Secy III

Terms of Employment:            Twelve months a year.  Wages according to current schedule

Date Revised:                           March 20, 2014

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

Special Knowledge/Skills:

Proficient typing, 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

1. Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.

1. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer. 

1. Maintain a daily teacher attendance log and records for substitute teachers. 

1. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office. 

1. Maintain a log of visitors to school. 

1. Maintain school calendar of events.

1. Schedule meetings and appointments and maintain calendar for principal. 

Reception and Phones

1. Assist students, teachers, and parents as needed. 

1. Receive incoming calls, take reliable messages, and route to appropriate staff. 

Files

1. Maintain physical and computerized files including inventory of school and office supplies, mailing lists, student records, visitor logs, and office communication. 

1. Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

1. Receive, store, and issue supplies and equipment. 

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records. 

1. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).

Other

1. Sort, distribute, or deliver mail and other documents. 

1. Administer medication to students, check temperatures, and notify parents of student illness in nurse’ s absence. 

1. Maintain confidentiality.

1. Adhere to Texas school law, State Board of Education rules and regulations, Board of Education policies and regulations and school regulations and procedures. 

1. Perform any duties as assigned by the Principal, or other Administrative Staff. 

Supervisory Responsibilities:

 Monitor the work of campus secretaries and clerical aides.

Equipment Used:

 Personal computer, typewriter, 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.