Principal Secretary - Campus TBD

POSITION TITLE: Principal Secretary - Campus to be determined

EXEMPTION STATUS: Non-exempt

REPORTS TO: Principal

TERMS OF EMPLOYEMENT: 11 or 12 months

Primary Purpose: 

Ensure the efficient operation of the campus administrative office and provide clerical services for administrators, teachers, and other staff.

Qualifications:

Education/Certification

High school diploma or GED

Special Knowledge/Skills

Ability to use computer and software to develop spreadsheets, databases, and perform word processing

Proficient keyboarding, file maintenance and 10-key skills

Effective organizational, communication (verbal and written), and interpersonal skills

Knowledge of basic accounting principles

Experience:

One to three years of secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Financial Ethics

• Comply with all policies and procedures; internal controls; board policies; and state, local, and federal laws as they pertain to the financial affairs of the district.
• Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.
• Act in an ethical and honest manner in all business transactions of the district.
• Maintain confidentiality of all data, files and general financial information of the district.
• Safeguard against unauthorized access to assigned computer system and electronic data.

Accounting

• Maintain complete and systematic records of campus financial transactions according to established procedures and generally accepted accounting principles.
• Maintain a comprehensive understanding of all procedures outlined in the district’s School Activity Fund Essentials (SAFE) manual.
• Adhere to district’s organizational hierarchy regarding access to accounting systems and approval of transactions.
• Process, safeguard and account for all money generated and distributed in school-sponsored and/or student activities.
• Properly receipt all cash and secure prior to timely deposits with the district’s depository bank.
• Prepare and make cash deposits for activity accounts, and maintain activity checkbook and ledger, as assigned.

Budget and Inventory

• Assist with campus budget preparation, as needed.
• Perform routine bookkeeping tasks to maintain campus budget records.
• Prepare and process purchase requisitions and match invoices to purchases.
• Ensure invoices and shipments are complete and accurate.
• Receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.

Reports, Records and Correspondence

• Prepare monthly and other periodic campus financial reports.
• Ensure that all information in reports and documents filed with the district, including expense, financial, travel, and similar reports and statements, are true and accurate.
• Prepare written correspondence, forms, schedules, and reports using personal computer.
• Enter and maintain accurate attendance accounting records.
• Prepare instructional materials, meeting agendas, various student lists, and campus communication as assigned.
• Register students, maintain demographic information, and verify accuracy of information.
• Compile, process, maintain, send and request student records.
• Enter and maintain accurate PEIMS data.
• Update and maintain accurate student immunization records.
• Monitor and process personnel time records including leave requests and report; compile information and submit to central office according to established deadlines.
• Maintain a daily staff attendance log and records for substitute teachers.
• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents as assigned.

Office Management

• Assist students, teachers, parents, and administrative staff as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Schedule meetings and appointments and maintain calendar for principal and other staff, as assigned.
• Maintain school calendar of events.
• Assist in coordinating faculty meetings and campus activities.
• Sort, distribute, and deliver mail and other documents.
• Administer medication and assist students with medical needs in nurse’s absence, as assigned.

Maintain high degree of confidentiality.

Professional Growth and Development

• Attend all trainings associated with financial procedures and other trainings as directed.
• Participate in professional learning activities to improve job-related skills and demonstrate interest and initiative in professional improvement.
• Attend and participate in staff meetings and special events as assigned.

Communication

• Establish and maintain appropriate communication and a professional relationship with students, parents, and colleagues.                              
• Present for students a positive role model that supports the mission of the district and demonstrate behavior that is professional, ethical, and responsible as set out in the Texas Educator Code of Ethics.
• Maintain strict confidentiality of student and district information

Mental Demands/Physical Demands/Environment Factors

• Tools/Equipment Used: Standard office equipment including computer and peripherals
• Posture: Prolonged sitting; moderate standing, kneeling/squatting, bending/stooping, pushing/pulling, twisting
• Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension
• Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance
• Environment: Work in an office setting; exposure to contagious diseases
• Mental Demands: Maintain emotional control under stress; work with frequent interruption