Principal's Secretary - Metro West Learning Academy

JOB TITLE - Principal's Secretary

CLASSIFICATION - Classified

FLSA STATUS - Non-Exempt

IMMEDIATE SUPERVISOR - Building administrator

RECEIVES GUIDANCE FROM - Building administrator, Director of Student Services, district leadership

PURPOSE OF THE POSITION - Assist the principal in the administration of the assigned school site by performing a variety of complex secretarial and habitual administrative support functions. Direct and coordinate the workflow and activities processed through the school's central office.

Please review the UCSD Actions of Excellence to gain an understanding of the expectations for UCSD employees.

QUALIFICATIONS -
(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)  

Skills, Knowledge, and Abilities

1. Ability to operate a variety of standard office equipment including computer, printer, copy machine, scanner, fax machine, telephone, etc.
2. Ability to understand the meaning of words and to use them effectively when speaking and writing to properly convey or receive information.
3. Ability to create, format, and edit written communication that is clear and professional.
4. Ability to work independently, efficiently and meet deadlines.
5. Ability to be well organized and customer service oriented.
6. Ability to accurately use and maintain databases.
7. Ability to fluently use software such as Microsoft Office, Excel, Powerschool, ParentSquare and Google apps.

Education

1. At least one year of specialized training beyond high school.

Experience

1. 2 to 3 years of secretarial, administrative or office management experience involving computer entry, accounting and records management experience.

Equipment

1. Office equipment such as two-way radios, cell phone, tablets, laptops, multi-line phone system, copiers, computers, intercom system, etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES -

The following duties are normal for this position.  These are not to be construed as exclusive or all inclusive.  Other duties may be required and assigned.

1. Greet parents/guardians, faculty, substitutes and students; direct visitors to appropriate locations.
2. Must be able to multitask in a busy environment.
3. Help problem solve or refer staff member, when appropriate, to the principal or to the correct individual.
4. Keep an accurate list of calls, messages, information requests, meetings and appointments.
5. Maintain accurate student records.
6. Implement security and emergency procedures in emergency situations.
7. Provide class lists for teachers, run reports within PowerSchool, update information within cumulative files.
8. Support all parts of the registration process with the district office registrar.
9. Enter requisitions and keep accurate records within the purchase order accounting system.
10. Maintain accurate budget sheets and instructional account balances within computer system.
11. Check budget sheets from business office against school records.
12. Order and maintain adequate supplies, instructional materials, office materials and items for the health office through computer sysem.
13. Type all correspondence; purchase orders, memos, bulletins, agendas, letters, flyers, weekly newsletter, teacher observations.
14. Troubleshoot and assist students, faculty, and staff with questions regarding forms, computers, and office equipment.
15. Maintain confidentiality when dealing with sensitive subjects related to students, families and staff members.
16. Must be able to interact in a positive manner with students, faculty, parents, and other staff members.
17. Meet regularly with principal using weekly meeting agenda checklist.
18. Schedule staff meetings for principal using Google Calendar.
19. Inform principal of urgent matters and determine when delegation of administrative tasks is needed.
20. Maintain a reliable attendance record.
21. Maintain confidentiality.
22. Other duties as assigned.

SUPERVISION OF OTHERS -

1. None

PHYSICAL REQUIREMENTS -

1. Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating, fingering and grasping small objects normally weighing less than 10 lbs.
2. Occasional bending, stooping, kneeling and related physical activity.
3. Ability to work while standing, moving and/or walking.
4. Drug, tobacco, and alcohol free while working.
5. Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
6. Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS -

1. Majority of work is performed in an office or school setting.
2. Occasional meetings outside the school day.
3. Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

TERMS OF EMPLOYMENT -

1. At-Will Employee
2. 11-Month Letter of Assignment
3. Per Board Policies and administrative guidelines
4. Performance evaluated annually