Head Secretary (Baker Elementary School)

Position: Head Secretary

Building: Baker Elementary School

Reports To: Principal

Hours: Full-Time M-F (12 month position)

Summary:

Serves as the Head Secretary for the Baker Elementary School Principal. This individual is responsible for coordinating school services, as well as, providing comprehensive administrative and business support in a detailed oriented and problem-solving manner. 

Responsibilities:

• Serve as a confidential secretary to Baker Elementary School.
• Maintain the highest level of confidentiality of district and student information.
• Maintain building front office responsibilities to include, but not limited to: 
• Responsible for receiving and appropriately routing visitors and communications on behalf of Baker Elementary School, including face to face meetings, telephone, mail and electronic communications.
• Confirm Volunteers have clearances in accordance with Security measures.
• Answer telephones, respond to routine questions, set appointments or direct calls to appropriate persons.
• Coordinate times for meetings (parents, staff) as requested
• Coordinating with PTA/outside groups for events
• Support and work to address students’ needs and concerns when entering the office area
• Responsible for implementing the entire student attendance process, which includes accurate record keeping, tracking attendance/early dismissal/tardiness; drafting letters, etc.
• Support the Principal with staff absences in the building
• Maintain school/department files, both hard files and within Focus
• Maintain databases and generate reports, as needed.
• Type correspondence, letters and memos, check requests, forms, etc. as directed by the Building Principal.
• Be well-versed with the District/School calendar and proactively coordinate activity for Building/Principal's calendar to ensure smooth implementation.
• Work with the Principal to assign substitutes and coverage for staff on a daily basis.
• Work collaboratively with the school administration and staff for various projects, programs and activities, including the building master schedule, special schedules, standardized assessment testing, etc.
• Ensure all school building/facility safety protocols are properly administered and properly followed, if applicable. 
• Manage material acquisition, including ordering, processing, and maintaining inventory of office materials and/or equipment.
• Responsible for bank deposits and registering transactions in District financial management system  on a quarterly basis
• Responsible for submitting permits for after school activities, using SchoolDude
• Coordinate projects and initiatives, as assigned.
• All other duties as assigned.

Requirements:

• Bachelor’s Degree preferred; Associate degree, required.
• Four years of proven executive assistant (or commensurate) experience at an administration level.  
• In-depth understanding and mastery of the entire MS Office suite (Word and Excel), Apple and/or Google programs.
• Experience with Focus, Tyler or an absence management system, a plus. 
• Previous experience in an educational environment with work in a K-12 public school preferred.
• Strong aptitude in utilizing various modes of technology.
• Experience with problem solving, critical thinking skills and effective decision-making.
• Experience with multitasking and prioritizing. 

 Final candidates may be required to take an administrative level assessment as part of the recruitment process.