Front Office Secretary

Job Description:

The front office is part of the team responsible for performing all necessary secretarial duties to ensure the campus office runs smoothly. This individual will work with the public to assist with and answer questions they may have, as well as manage purchasing and requisitions. 

Duties and Responsibilities:

• Maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times.
• Maintain a record of fixed assets and mark each item appropriately.
• Greet visitors and direct them to the appropriate persons according to their needs.  
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.  
• Compose letters or other correspondence using correct grammar, word usage, spelling, and punctuation.  
• Operate office equipment such as fax machines, copiers, and phone systems and use computers for spreadsheet, word processing, database management, and other applications.  
• Use computers for various applications, such as database management or word processing.  
• Create, maintain, and enter information into databases.  
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.  
• Maintain scheduling and event calendars.  
• Complete forms in accordance with district procedures.  
• Schedule and confirm appointments for supervisors and staff members.  
• Make copies of correspondence or other printed material.  
• Locate and attach appropriate files to incoming correspondence requiring replies.  
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.  
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.  
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.  
• Provide services to parents and/or patrons, including answering questions and providing information about the school or district programs and activities.  
• Manage projects or contribute to committee or team work.  
• Mail newsletters, promotional material, or other information.  
• Order supplies as needed to maintain sufficient materials for school operations.  
• Learn to operate new office technologies as they are developed and implemented.  
• Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.  
• Handle money and submit deposits to the Central Office according to district financial procedures; conduct fundraising activities consistent with district policies and procedures.  
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.  
• Maintain accurate staff and student attendance records and submit reports as required.  
• Process requests and/or correspondence pertaining to transcripts or other permanent records.  
• Perform accounting (requisitions, purchase orders) and inventory duties as assigned.  
• Schedule substitute personnel for absent faculty and staff members.  
• Maintain records for staff absentee reports.
• Input discipline into the computer systems, as assigned.
• Maintain reports for fire and tornado drills.
• Responsible for funds, equipment and/or property.
• Enter master schedules for students, teachers, and staff, as assigned.  
• Report to the proper authorities any cases of suspected child endangerment, neglect, or abuse.  
• Update student information as necessary.
• Adhere to all policies of the District.  
• Perform other duties as assigned by the Building Administrator or Department Head. 

Competencies:

• Accuracy - Ability to perform work accurately and thoroughly.  
• Accountability - Ability to accept responsibility and account for his/her actions.  
• Adaptability - Ability to adapt to change in the workplace.  
• Communication, Oral - Ability to communicate effectively with others using the spoken word.  
• Communication, Written - Ability to communicate in writing clearly and concisely.  
• Customer Oriented - Ability to take care of parent, student, and patron needs while following district procedures.  
• Detail Oriented - Ability to pay attention to the minute details of a project or task.  
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.  
• Empathetic - Ability to appreciate and be sensitive to the feelings of others.  
• Energetic - Ability to work at a sustained pace and produce quality work.  
• Enthusiastic - Ability to bring energy to the performance of a task. 
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.  
• Friendly - Ability to exhibit a cheerful demeanor toward others.  
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.  
• Loyal - The trait of feeling a sense of duty to the employer.  
• Judgment - The ability to formulate a sound decision using the available information. 
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.  
• Patience - Ability to act calmly under stress and strain, and of not being hasty or impetuous.  
• Regular attendance - Exhibiting regular attendance in order to perform duties in a satisfactory manner.  
• Reliability - The trait of being dependable and trustworthy.  
• Responsible - Ability to be held accountable or answerable for one’s conduct.  
• Tactful - Ability to show consideration for and maintain good relations with others.  
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.  
• Working Under Pressure - Ability to complete assigned tasks under stressful situations

Other Requirements:

• High school diploma or GED plus specialized training; or a minimum of six months related experience and/or training; or an equivalent combination of education and experience.
• Successful completion of pre-employment background checks.
• Appropriate personal and professional cond
• uct at all times while around students and other staff members.  
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge and Expertise:

• Secretarial or receptionist experience preferred. 

Work Environment:

Most job responsibilities for this position are in an indoor school environment that is temperature-controlled (heated and cooled) according to the season. Noise levels are mostly low to moderate. This position is cognitively demanding and requires especially well-developed professional social skills and communication skills. This position may experience periods of standing, walking, and sitting. Some lifting, pushing, and pulling may occasionally be required for the job.