CMS: Grade Secretary to Assistant Principals/Counselors

Job Title:                  Grade Secretary to Assistant Principals/Counselors     

Reports to:              Assistant Principals/Counselors 

Days to Work:         205 (194)/11 Months

Pay Grade:               C/T:3 ($15.50- $22.30) (Depends on Years of Experience)

Wage/Hour Status: Non-Exempt

Dept./School:          Crosby Middle School 

Date Revised:          6/5/03:11/1/11:05/20                               

Report Date:            November 10, 2026                                                  

In-House applicants must complete the online internal application process 

All substitutes for Crosby ISD, if applying for a full time job, MUST complete an External Application

Primary Purpose:

Perform a variety of clerical and secretarial duties to ensure efficient operation of an assistant principal's office. Provides responses to inquiries from students, staff and public; maintains files and records; prepares and distributes documents; inputs data into computer system; compiles data for documentation; supervises students.

Qualifications:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Knowledge of basic technology principles: ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Ability to handle confidential matters and information in a professional manner
• Work in an atmosphere where interruptions occur frequently and priorities are often modified

Experience:

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

Such alternatives to the above qualifications as the administration may find appropriate and acceptable.

Major Responsibilities and Duties:

Grade Level Responsibilities:

• Be familiar with and follow all FERPA (Family Educational Rights & Privacy Act) and HIPPA (Health Insurance Portability and Accountability Act) laws and requirements
• Supervise student office-aides
• Responsible for collection and return of student cell phones to parents
• Maintain student phone call logs
• Assign and Issue lockers (to students in your grade-level)
• Prepare materials for faculty and students at the beginning of the year
• Produce and distribute correspondence, newsletters, and announcements for the grade level
• Maintain bulletin boards in the cafeteria and commons
• Answer the telephone and greet visitors to the office; relay messages to appropriate staff member; schedule parent conferences and other meetings. Screen visitors and telephone calls.
• Send for students and excuse student absences for appointments by reporting to the attendance clerk; Ensure students return to class with a pass documenting their visit.
• Students may stop by the grade-level office to fill out an appointment request form. Except for emergencies, drop-ins will be helped between appointments. Students are encouraged to stop by between classes or outside the school day.
• Maintain a student/visitor sign-in log
• Print student schedules and/or report cards, as needed
• File student information into the appropriate folder
• Deliver cumulative folders to the Registrar, as needed
• Supervision duty/location, as assigned
• Organize and maintain record of all student information forms (acknowledgement forms, emergency forms, etc.)
• Assist with set up and clean-up for special events/meetings/faculty meetings
• Assist with mail-outs
• Other duties as assigned by the principal

Discipline Entries:

• Must include: (1) The number of days of assignment (2) When more than one student is involved, enter the other students’ Id numbers (3) When a student returns to the home campus earlier than expected, that student’s discipline record should be modified to show the number of days he/she actually served and the reason for the change in the number of days assigned (4) Update details explaining what actually took place (5) Use of correct spelling/grammar (6) Inform teachers of students’ discipline and transition back to his/her normal schedule
• Detention, ISS, and other discipline assignments
• Manage students that are brought to the office for discipline referrals
• Prepare court dockets
• Create student file labels and discipline folders for each student at the beginning of each school year; update as students enroll and withdraw
• Manage student discipline folders
• Assist the grade level principal with other tasks, as needed

Counseling Responsibilities:

• Assist the grade level counselor with schedules and permanent records; research files to provide information for counselors, as requested
• Assist students and/or parents by answering questions regarding registration and schedule changes
• Create student file labels and counseling folders for each student at the beginning of each school year; update as students enroll and withdraw
• Create file folders for the counselor’s At-Risk students
• Collect student “add/drop” forms and distribute to the counselor
• Assist the grade level counselor with other tasks, as needed

Other

• Other duties as assigned by the principal

Supervisory Responsibilities:

• None

Equipment Used:

• Personal computer, copier and fax machine   

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

• Maintain emotional control under stress; work with frequent interruptions.
• Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

The Crosby Independent School District - in compliance with the Title VII, American Disability Act, Age Discrimination in Employment Act, Section 504 of the Rehabilitation Act of 1973 and other statues- seeks to provide equal opportunity without regard to race, color, religion, national origin, sex, age, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status. This policy extends to the employment and all programs and activities conducted by the district. For Further information, Contact the Office of the Superintendent, Crosby Independent School District, 14670 FM 2100, Crosby, Texas 77532.

An Equal Opportunity Employer

Salary : $16 - $22