Secretary, Principal (Bilingual Preferred) (9682)

BASIC FUNCTION & RESPONSIBILITY: Ensure efficient operation of the school administrative office and provide clerical services for school’s administrative staff.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• 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:

• One (1) to three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Support of Administrative, Fiscal and/or Facilities Functions:

Records, Reports, and Correspondence:

• Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
• Prepare instructional materials, meeting agendas, and campus communication as requested.
• Maintain a daily teacher attendance information and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to the Service Center according to established procedures and deadlines.
• Maintain school calendar of events.
• Assist with coordination of campus meetings and campus activities
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.
• Maintain communication with select outside parties on behalf of the department, including suppliers, business contacts, shareholders, etc.
• Schedule appointments and maintain the various administrator’s calendar.
• Set up meetings including reserving the venue and preparing materials.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to various administrators.

Reception and Phones:

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

Accounting and Inventory:

• 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 inventory of fixed assets, equipment, and supplies.
• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.
• Prepare purchase orders and payment authorizations.
• Assist with department budgetary matters; developing and maintaining.
• Creating spreadsheets and managing databases.

Other:

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.
• Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, order, issue supplies and equipment for the department.
• Managing fax communications and office equipment.
• Managing traditional paper and /or electronic filing systems.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
• Project a positive image to the school and community.
• Maintains personnel records, files, timesheets and leave and payroll.
• Notarizes documents for public and employees.
• Enters maintenance work orders upon request.
• Enters technology work orders.

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

Salary : $20 - $31