Job Description

Principal Secretary

Reports to: Building Principal

School/Department: Assigned Campus

Pay Grade: Office Professional Pay Grade 6

Work Days: 209

Wage/hour status: Non-Exempt

Created/revised: May 2016

Primary Purpose

Provide office professional support effectively and efficiently for secretarial activities in assisting and supporting the campus Principal and staff in the timely and accurate preparation, processing, distribution, and recording of all campus needs and various clerical operations.

Qualifications

Minimum Education/Certification

• High school diploma or GED
• Nine (9) hours of college business coursework or comparable preferred from an accredited college or university recognized by the US Department of Education

Special Knowledge/Skills

• Knowledge of school organizations, operations, office administration, administrative policies and procedures, and secretarial fundamentals
• Knowledge of standard office procedures and practices to include event and activity planning.
• Knowledge of proper sentence structure, grammar, spelling, and punctuation.
• Skill in the use of keyboarding, Microsoft Word, Power Point, Excel, Financial systems (Tyler MUNIS preferred), and web based data management systems and software packages
• Skill in proofreading, collecting, tabulating, and evaluating data
• Skill in basics mathematical calculations, data entry, and detailed numerical/clerical work
• Skill in processing a high volume of transactions
• Skill in assisting telephone using proper telephone etiquette and customer service techniques in a fast, friendly, and flexible manner
• Skill in assisting with usual routines and practices associated with a busy, yet productive and smoothly run office
• Ability to prioritize tasks and coordinate multiple projects to meet specific deadlines
• Ability to maintain confidentiality of privileged and sensitive information
• Ability to maintain professional behavior, appearance, and work ethic to represent the school district in a positive manner at all times
• Ability to communicate effectively with tact and diplomacy and provide a high level of customer service to administrators, District officials, parents, co-workers, and vendors

Experience

• Two years secretarial/clerical experience preferably in an administrative support role to a division, department or campus head level
• School district, college/university, or government setting in a large department or campus preferred

Major Responsibilities and Duties

Office Professional Support 1. Perform routine to complex secretarial tasks and organize all data for a campus 2. Prepare written correspondence, schedules, requisitions, and reports and other campus communications. 3. Receive incoming calls, takes messages, and routes to appropriate staff. 4. Maintain daily teacher attendance log and records for substitute teachers. 5. Monitor and process various employment documents and submits to Central Administration. 6. Maintain visitor logs and school calendar of events. 7. Schedule meetings and appointments and maintains calendar for Principal. 8. May perform and assist with administrative/clerical tasks such as some bookkeeping functions to assist with maintaining campus budgets. 9. Assist administrators, teachers, and parents as needed. 10. Receive, sort, distribute, or deliver mail, supplies and other campus items. 11. Process travel requests for campus personnel 12. Process contracts related to the order of services or supplies for the campus as needed 13. Order and distribute supplies for the campus 14. Reconcile the substitute teacher data from Aesop to Munis as assigned by Principal 15. Organize, plan, and schedule fundraisers for the school including spirit nights, school pictures following district policy 16. Prepare correspondence using personal computer (example: letters, memos) 17. Receive incoming calls, schedule administrative appointments, answer questions, and direct calls to the proper party 18. Ensure compliance with current state and district policies and regulations concerning primary job functions 19. Update the "First of the Year" tasks mailboxes, intercom lists, map of building, calendars for year, phone system, voice mails, staff birthday lists 20. "End of Year" tasks collect keys, staff EOY sign off sheets with signature clearances 21. Ability to organize and prioritize 22. Maintain and create folders for school personnel 23. Maintain and enter data in Eduphoria for school personnel 24. Orient new and guest teachers, provide directions, keys and material as requested by Principal 25. Designated "Super User" for campus copier 26. Maintain Solo Plus remote entry devices; add new employees to data software 27. Coordinate Election Days with Election Judges if host campus (example: Federal, State, Primary) 28. Act as Building Manager, submit work orders to School Dude 29. Coordinate with EPI for student supply packet orders at end of the year 30. Update staff common drive with pertinent schedules, early release days, and pertinent information

Records, Reports, and Correspondence 1. Prepare correspondence, forms, reports, manuals, and presentations for the Principal and other campus staff members.

2. Compile, maintain, and file all reports, records, and other documents as required.

Communication 31. Maintain a positive and effective relationship with coworkers, supervisor and other district personnel 32. Provide outstanding customer service 33. Maintain good judgment and decision making when dealing with supervisor, co-workers, students and parents

Other 34. Maintain confidentiality of privileged and sensitive information when received and distributed to appropriate designees as directed by the Principal and/or the Financial Services Division. 35. Participate actively in education projects 36. Attend meetings as required 37. Maintain an organized work environment 38. Maintain a professional appearance 39. Adaptable to new procedures and changes 40. Perform other duties as assigned

Supervisory Responsibilities

1. Provide work guidance in coordination and agreement with the Principal to support other office professional staff engaged in office activities.

Equipment Used

Computer, printer, copier, telephone, scanner, and fax machine

Working Conditions

Mental Demands/Physical Demands/Environmental Factors Maintain emotional control under stress Work with frequent interruptions Frequent sitting with moderate standing, stooping, bending, pushing, pulling, and lifting Lifting up to 20 lbs Occasional prolonged and irregular work hours flexibility with schedule preferred Prolonged use of equipment and computers with repetitive hand motions Frequent contact with other district/campus employees, students and parents Occasional travel within school district boundaries Workload is deadline driven Daily attendance and punctuality at work on time every day are essential functions of the job

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Approved by Date Reviewed by Date

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