Sample School Secretary Job Description

Sample School Secretary Job Description School Secretary Job Description Complete school secretary job description provides a full understanding of this role and the skills and qualifications required to fill it successfully. The school secretary performs an essential role in the smooth operation of the school and provides key support services to all the stakeholders including staff, students and parents. SCHOOL SECRETARY JOB DESCRIPTION General PurposeTo perform a variety of secretarial, clerical and administrative duties in support of the operation of the school and in support of the principal, staff, students and parents.Main Job Tasks, Duties and ResponsibilitiesFiling systems and database managementset up and maintain filing systems for students and staff - paper and electroniccreate, maintain and enter information into databases locate and attach appropriate files to incoming correspondence requiring a responselocate and provide data as requestedStudent and staff attendancetrack student and staff attendanceverify parents' and doctors' notes and investigate any discrepancies in attendance informationnotify parents of student absencesprocess and track staff leave requestscoordinate substitute personnel for absent staff memberskeep accurate staff and student attendance records and submit reports as required School processes and proceduresmanage school processes and procedures to ensure compliance with school and District regulationsenrol and withdraw students from school in accordance with school and district proceduresmeet with new students and parents to complete registration and orientation processprovide school-specific administrative support processes such as student services, locker assignments, activity forms maintain disciplinary tracking systems and files in accordance with regulationscoordinate and monitor safety procedures for the purpose of ensuring safety of students and staffSchedules and calendars schedule and confirm appointments for staff membersmaintain appointment and event calendarscoordinate meetings and eventsFinancial dutiesprepare and submit bills for paymentprocess purchase orders and verify invoicesprepare and process accounts payabletrack expenditure for budget purposesreceipt and deposit all monies collected from staffmanage payroll functions including maintaining timekeeping records and processing and submitting payrollReportsgather and collate information to prepare data-related reportsprovide staff and stakeholders with accurate information regarding school operationsproduce reports in compliance with legal and administrative requirementsCommunicationsoperate electronic mail systems and coordinate the flow of information internally and externallyprepare and distribute appropriate communications including newsletters, emails and announcementsprepare a variety of documents including correspondence, agendas, event programs, reports, schedules and calendarscompose, type and distribute minutes of meetingsFront desk dutiesserve as a central information point to the public, students and staff regarding school-related matters and proceduresanswer incoming calls, provide information, direct calls where necessary and take messagesgreet visitors, handle inquiries and direct visitors to the appropriate destinationread, sort and distribute incoming school mailEquipment and inventoryoperate office equipment including fax machines, copiers, scanners, printersmaintain office equipment in good working conditiontrack inventory and order suppliesEducation and Experiencerelevant training or qualificationworking knowledge of relevant software applications including database managementknowledge of current office operations and proceduresworking knowledge of standard office equipmentproficient in spelling, punctuation, grammar and other English language skillsproven experience of producing communications and documentsknowledge of school policies and proceduresCompetencies and Skillsorganizational and planning skills including the ability to maintain an effective balance between multiple and competing prioritiesproblem-solving skillsable to exercise sound judgment in making decisionsattention to detail and accuracyconfidentiality, integrity and adherence to ethical standardsteam memberdiversit y oriented - able to work effectively with people regardless of age, gender, race, ethnicity or religionenergy and enthusiasm School Secretary Job Description Pages Secretary Job DescriptionAdministrative Assistant DutiesExecutive Assistant Job Description School Secretary Job Applications