Assistant Secretary

Assistant Secretary at Meadowlark Elementary!

2026-2027 SALARY RANGE: Grade D, $18.75 - $20.26 per hour or appropriate placement on the salary schedule.

SUMMARY:

Under the supervision of the principal and the close direction of the (senior) secretary, assist in the efficient operation of the school or department office and perform clerical and secretarial functions as assigned. The person in this position serves as auxiliary secretary and works closely with the office/department senior secretary or secretary in tasks assigned. The Assistant Secretary may be called upon to fill in for absent secretaries.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned):

• Act as receptionist, either on telephone or in person, for the office or department and assists students, parents, teachers and other visitors who have business with the office or department.
• Prepare communications, correspondence, reports, bulletins and other documents and complete clerical duties at the direction of the department head/(assistant) principal or (senior) secretary.
• File and retrieve office records in an orderly and systematic fashion.
• Screen and distribute building mail.
• Administer voice mail message service throughout the day and relay messages to teachers and other staff.
• Perform duties relating to students, such as attendance and tardiness, administering medications or minor first aid, and temporary supervision of students sent to the office for disciplinary, illness, or other reasons.
• Fill in for absent secretaries as needed and perform other responsibilities as assigned by principal or (senior) secretary.
• Communicates with other District offices, departments, or personnel regarding daily activities.
• Account for and record petty cash, lunch/milk money, and/or monies for various activities which may include intramural sports programs or graduation caps and gowns.
• Review substitute list; assist substitutes in check-in process and provide with necessary materials including keys, teacher schedules, and directions; distribute, collect, and review substitute timesheets.
• Secure substitute or available teacher to fill in for teachers as needed throughout the day; confirm availability as specific substitutes are requested.
• Coordinate homework requests from students, parents, principal, or counselors with teachers.
• May provide guidance to student assistants and volunteers.
• Treat all matters of school business in a confidential manner.

Additional Elementary Duties and Responsibilities:

• Obtain daily lunch/milk counts and communicate to the Food Service Office.
• Review daily attendance sheets and follow up with teachers on those not turned in to office.
• Administer attendance line throughout the day. Compare message to student’s absence; contact parent if confirmation of absence is not received.
• Coordinate and schedule noon aides; secure substitutes for noon aides and crossing guards; train crossing guards as needed.
• Coordinate before and after school duties; identify and coordinate for inclement weather.
• May coordinates parent-teacher conferences, including preparation and distribution of letters to parents, recording of requested times, revise schedule as necessary, and prepare and deliver final schedule to teachers.

SUPERVISORY RESPONSIBILITIES:

None

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED).

LANGUAGE SKILLS:

Ability to read, analyze and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and procedure manuals. Ability to speak effectively before students, staff, and parents.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES:

Ability to operate personal computers. Ability to operate standard office equipment. Ability to pass a typing test at 55 words per minute. Ability to communicate clearly and concisely both orally and in writing and ability to develop effective working relationships with students, staff and the school community. Ability to perform duties with awareness of all district requirements and Board of Trustees policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will frequently sit, stand, walk and talk or hear. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm, or finger motion many times as in typing. The employee must occasionally lift and/or move up to 25 pounds, such as books. Specific vision abilities required by this job include close vision, depth perception, and the ability to focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee regularly interacts with students, parents, visitors, and staff, in addition to meeting multiple demands and deadlines from several people.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Location: Meadowlark Elementary School, 4415 Durston Rd, Bozeman, MT 59718

Job Type: Full-time

Pay: $18.75 - $20.26 per hour

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $19 - $20