School Secretary (High School)

Reports To: Principal

Terms of Employment: Permanent, 12 Month Position

Nature of Work

The secretary (high school) performs a wide variety of clerical, administrative, and organizational support functions to ensure the smooth operation of the school office. This position serves as the first point of contact for students, staff, families, and the public, requiring professionalism, strong communication skills, and the ability to manage multiple tasks in a fast-paced environment. Work includes maintaining accurate records, preparing reports and correspondence, assisting administrators with daily office functions, and supporting school-wide activities and events. The secretary is also responsible for payroll reconciliation while ensuring confidentiality, accuracy, and adherence to district policies and procedures.

Qualifications and Licensure

• Minimum of 48 hours of college coursework or 5 years of relevant experience; Associate’s Degree preferred.
• Knowledge of proper English usage, grammar, spelling, and punctuation.
• Proficiency with modern office practices, including, but not limited to filing systems, business correspondence, and telephone techniques.
• Knowledge of general bookkeeping principles and procedures.
• Knowledge of basic account record keeping practices, principles, procedures, and terminology.
• Proficiency with computers, spreadsheets, and office software.
• Ability to communicate clearly, courteously, and effectively with staff, students, and the public.

Duties and Responsibilities

• Maintains professionalism in greeting families, staff, and the public.
• Answers routine phone calls; provides customer service, schedules appointments, and relays messages.
• Maintains files and records in an organized manner.
• Provides clerical assistance to the Principal, including typing correspondence, and reports.
• Assists students in the office for various reasons (illness, discipline, detention).
• Provides general information regarding school system activities and programs to the public.
• Performs a variety of office assistant tasks including sorting supplies, making copies and drafting correspondence.
• Assists in coordinating substitute placement at the beginning of the day.
• Prepares a monthly school calendar for facility use and District reference, answering questions regarding facility use and rental fees.
• Assists with the support of student projects such as student store, student elections, school pictures, student handbook, and graduation exercises.
• Types a variety of materials, such as interoffice communications, requisitions, forms, and letters from oral direction, handwritten copy, or clear draft.
• Reconciles payroll following guidelines, dates, and timelines provided by the district’s finance/payroll department.
• Monitors attendance/time for all staff and substitutes that are scheduled to be in the school following the guidelines provided by the finance/payroll department.
• Maintains confidentiality and proper handling of student information.
• Supports emergency procedures by maintaining updated staff rosters, contact lists, and emergency substitute folders.
• Has knowledge and understanding of the North Carolina Students Information System (NCSIS) to look up information pertaining to a student.
• Monitors visitor access; ensures all visitors sign in, wear identification, and follow school safety protocols.
• Other duties as assigned by the supervisor.

Physical Requirements (if applicable)

• Sits for extended periods.
• Frequently stands and walks.
• Ability to lift 25 pounds or carry objects weighing over 15 pounds.
• Normal manual dexterity and eye-hand coordination.
• Corrected hearing and vision to normal range.
• Verbal communication utilized daily.
• Use of office equipment including computers, telephones, calculators, copiers, and fax machines.

Special Requirements (if applicable)

• General knowledge of standard office and receptionist procedures and the operation of the switchboard.
• General knowledge of the functions and activities of the public school system.
• Ability to speak clearly.
• Ability to understand and follow written and oral directions.
• to operate standard office, computer and word processing equipment.
• Ability to establish and maintain effective working relationships with associates, vendors and the general public.
• Ability to work with administrators and all staff positively.

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.

Equal Employment Opportunity / Non-Discrimination Statement

Wilson County Schools is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees. The district does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, genetic information, or any other characteristic protected by applicable federal or North Carolina law in its employment practices, educational programs, services, or activities. Wilson County Schools is committed to maintaining a work environment free from unlawful discrimination and harassment and encourages qualified individuals from all backgrounds to apply.