Principal's Secretary

Position:  Secretary to the Principal   

Campus: Lobit Elementary School

Wage/Hour Status:  Nonexempt   

Immediate Supervisor(s):  Principal  

Pay Grade: Per Compensation Manual

Days Employed:  Per Compensation Manual

POSITION SUMMARY:

• 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:

• Proficient in the use of personal computers and software to develop spreadsheets, databases, and word processing (Microsoft Office Products)
• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Bilingual in Spanish (oral and written) (desired)

Experience:

• Some experience in the public school setting (desired)
• Experience as an administrative assistant (desired)

MAJOR RESPONSIBILITIES:

 Records, Reports, and Correspondence:

• Prepare written correspondence, forms, schedules, or reports using a personal computer
• Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using a personal computer
• Maintain a daily teacher attendance log and records for substitute teachers
• Monitor and process personal time records, including leave requests and reports
• Compile information and submit to central office according to established deadlines
• Maintain school calendar of events
• Maintain campus website and other social media sites

Reception and Phones:

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

Files:

• Maintain physical and computerized files, including mailing lists, student records, visitor logs, and office communication
• Update handbooks, policy manuals, and other documents as assigned

Accounting and Inventory:

• Perform routine bookkeeping tasks, including simple arithmetic operations to maintain campus budget records
• Prepare and process purchase orders
• Receive, store, and issue supplies and equipment
• Prepare and make cash deposits for activity account(s)
• May be responsible for maintenance of activity checkbook(s) and ledger(s)
• Assist with coordination of faculty meetings and campus activities
• Assist with campus budget preparation
• Maintain inventory of fixed assets, equipment, and supplies

Other:

• Sort, distribute, or deliver mail and other documents
• Administer medication to students, check temperatures, and notify parents of student illness in the nurse’s absence
• Maintain confidentiality
• Assist with other duties as assigned

EXPECTATIONS OF MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job

• Tools/Equipment Used: Standard office equipment including computer and peripherals;  
• Motion: Frequent walking and reaching, frequent standing; kneeling/squatting, bending/stooping, pushing/pulling, and twisting
• Lifting: Frequent light lifting and carrying (less than 15 pounds); heavy lifting (45 pounds or over)  
• Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise; exposure to biological hazards (body fluids, bacteria, communicable diseases)
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; Ability to interact positively and proactively with students, staff, and community members, communicate effectively verbally and in writing
• Professional Dress: Dress must be clean, neat, in a manner appropriate for his or her assignment, and in accordance with any additional standards established by his or her supervisor and approved by the Superintendent.  During work hours, visible body piercings (except earrings) will not be allowed.  

EVALUATIONS: 

• Performance of this position will be evaluated annually