Ensure efficient operation of administrative office and provide clerical services for school’s administrative staff.
High school diploma or equivalent
Special Knowledge and Skills:
Proficient typing, word processing, and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
One to three years secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
- Serve as liaison between assistant principal, other administrators, faculty, parents, and students in a calm, positive manner. Answering questions from district administrators/staff, parents, students, and community via phone and in person.
- Communicate with administrators, faculty, parents, and students regarding appointments and maintain calendar to ensure deadlines are met.
- Direct students/parents and maintain order when office becomes busy with upset and/or angry students/parents. Handling crisis or emergencies in a calm efficient manner.
- Input and maintain all records concerning student discipline and mail notices to parents.
- Prepare lists of students assigned to daily and Saturday D-Halls; sending reminders as necessary.
- Notify teachers and appropriate staff and assist in gathering assignments for students assigned to ISS or AEP.
- Assemble required transfer data for students assigned to ISS or AEP.
- Supervise student office aides.
- Assist in maintaining list and notifying students with excessive absences and keeping records of make-up hours – mailing notification to parents and Youth Services Specialist.
- Issue bus and parking passes to students as needed.
- Notify appropriate personnel of withdrawn students.
- Provide discipline records for Teen Court, Registrar’s office, and Police Officers as needed.
- Assist student Probation Officer as needed.
- Aid faculty with distribution and completion of proper forms for various needs. i.e., staff development, Eisenhower and Title VI, conferences, course changes and/or additions. Making reservations/arrangements as needed.
- Maintain staff development records, monitor and report funds used, and process completed paperwork for reimbursement.
- Serve as liaison between principal, faculty, and Central Office in communication, preparing/completing/processing necessary forms, and maintaining records regarding district and out of district staff development.
- Assist in preparation for Campus Staff Development days.
- Assist in preparation of budget, maintain accurate records of expenditures for budget accounts, and generate purchase orders and process invoices for payment.
- Input on computer and maintain Master Schedule and other reports/information making copies for THS and district staff.
- Collect and store records, i.e., exemption forms and final exams. Pull schedules of students and make copies of final exams for counselors to administer to students who missed their designated final exam.
- Coordinate meetings and special events-arrange for facilities, food, contact participants, prepare programs and other materials; run errands, purchase supplies.
- Assess needs and requisition supplies.
- Perform regular office/secretarial duties in a professional manner.
- Serve as back up for other administrative secretaries as needed.
- Run errands necessary to purchase refreshments, supplies, etc. for office, meetings, and workshops.
- Provide switchboard coverage as needed.
- Demonstrate initiative to develop needed skills applicable to performance of assigned duties.
- Perform other duties as assigned by principal and assistant principal.
Computer, typewriter, printer, copier, fax machine, calculator, and laminator.
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions, prolonged use of computer. Moderate walking, standing, heavy lifting and carrying; climbing, stooping, bending, kneeling, and reaching.