Receptionist and School Secretary

Job Title: School Secretary 

Department: School

Reports To: Principal

FLSA Status: Non-Exempt

Summary:

The School Secretary serves as the primary administrative support for the school, with a core focus on managing student attendance. This role is crucial for ensuring compliance with state and district attendance policies, maintaining accurate records, and facilitating communication with families regarding student presence. They play a vital role in promoting regular student attendance and supporting the school's overall attendance goals.

Essential Duties and Responsibilities:

Attendance Management:

• Recording and Tracking Absences: Documents all student absences, including reasons (excused or unexcused) and specific details (illness, appointments, etc.).
• Managing Attendance Records: Maintains accurate and up-to-date attendance records, which are crucial for tracking student progress and identifying potential attendance problems.
• Communicating with Families: Serves as a primary point of contact for families regarding their child's absences, providing information, addressing concerns, and following up on unverified absences.
• Enforcing Attendance Policies: Works with school administration to ensure that attendance policies are followed, including identifying and monitoring students who are chronically absent.
• Working with Administration: Collaborates with principals, counselors, and other staff to address attendance issues, develop strategies to improve student attendance, and prepare attendance reports for the state.

Administrative Support:

• Manages the principal's calendar, schedules appointments, and coordinates meetings.
• Prepares correspondence, reports, bulletins, and other documents as directed.
• Maintains confidential files and records for students, staff, and school operations.
• Manages incoming and outgoing mail, faxes, and deliveries.
• Assists with school-wide communications, including newsletters, announcements, and parent notifications.

Reception and Communication:

• Greets visitors, families, and students warmly and directs them appropriately.
• Answers and screens incoming phone calls, providing information or directing calls to the correct personnel.
• Manages the school's main email inbox and responds to inquiries or forwards them as needed.
• Facilitates communication between families, teachers, and administration.

Student Services:

• Assists with student enrollment, registration, and withdrawal processes.
• Assists with student health needs, contacting parents in emergencies, and coordinating with the school nurse.
• Distributes and collects various forms and permissions slips.

Financial and Record Keeping:

• Assists with basic financial tasks, such as collecting fees and processing invoices.
• Maintains accurate and up-to-date school records, including student information systems.
• Assists with ordering and maintaining office supplies and school materials.

General Office Management:

• Ensures the school office is organized, tidy, and welcoming.
• Operates and maintains office equipment (copiers, printers, phone systems).
• Assists with scheduling and coordinating school events, field trips, and conferences.
• Adheres to all district policies, procedures, and safety guidelines.

Qualifications:

• High school diploma or equivalent; Associate's degree or higher preferred.
• Preferred minimum of 2-3 years of experience in an administrative or secretarial role, preferably in a school or educational setting.
• Proficiency in and Google Workspace and Microsoft Office Suite (Word and Excel).
• Preferred experience with student information systems (e.g., Synergy, PowerSchool) is essential.
• Excellent written and verbal communication skills, especially for sensitive communications.
• Strong organizational and time management abilities with meticulous attention to detail in record-keeping.
• Ability to prioritize and work effectively in a fast-paced environment.
• Discretion and ability to handle confidential student and family information with integrity.
• Demonstrated positive attitude, exceptional interpersonal skills, and an unwavering commitment to providing outstanding customer service for all students, staff, and families.
• Ability to pass a background check.

Working Conditions:

• Primarily performed in a standard office environment.
• May involve occasional lifting of office supplies and materials.
• Requires frequent interaction with students, staff, families, and the public.

This job description is intended to provide a general overview of the position and is not an exhaustive list of all duties and responsibilities. The school may assign other duties as needed.