What are the responsibilities and job description for the Executive Secretary position at Macomber Primary School?
REPORTS TO: Principal
JOB GOAL: To perform organizational and secretarial responsibilities in support of the functions and operations of relevant school.
PERFORMANCE
RESPONSIBILITIES:
* Takes and transcribes dictation of various types, including correspondence, reports, notices, and recommendations.
* Prepares executive summaries, reports, staff meeting agendas, and other documents as requested.
* Obtains, gathers, and organizes pertinent data as needed and puts it into a usable form.
* Conducts research on topics and prepares summary reports as requested.
* Maintains a regular filing system as well as a set of locked confidential files, and processes incoming correspondence.
* Manages all office filing systems.
* Maintains confidentiality in all matters related to personnel and other matters of a confidential nature.
* Processes records requests in accordance with applicable policies and regulations.
* Maintains and updates the Student Information System.
* Places, receives, and processes all telephone calls, incoming mail, and other information.
* Welcomes visitors and screens callers.
* Publishes legal notices concerning district business.
* Produces the school newsletter and maintains the school sign.
* Maintains and updates Google Mail groups to ensure accurate staff communications.
* Maintains a schedule of appointments and makes arrangements for conferences and interviews.
* Keeps the principal's calendar current and coordinates the school calendar.
* Assists in the planning and execution of events and ceremonies aligned with the school calendar.
* Coordinates building use, field trip requests, and fundraiser approvals.
* Manages substitute schedules, coverage assignments, and substitute plans.
* Performs bookkeeping and recordkeeping tasks associated with the specific position.
* Processes purchase orders, manages ordering, and reconciles invoices.
* Prepares the weekly payroll report and works collaboratively with the business department.
* Maintains and updates the budget spreadsheet on an ongoing basis.
* Orders and maintains supplies as needed.
* Maintains an up-to-date staff directory and staff log.
* Tracks and processes professional development forms.
* Maintains the Safety Drill Log in compliance with state and local requirements.
* Maintains the bussing log and coordinates transportation-related needs.
* Keeps the principal's professional memberships current.
* Works with other administrative executive secretaries to ensure effective and efficient office procedures.
* Performs specialized tasks as necessary, depending upon the department or school being served and supported.
* Performs such other appropriate tasks as may be assigned.
Salary : $50,000 - $55,000