EXECUTIVE SECRETARY

About the position

The position serves as a confidential secretary to the administrators, assisting in general administrative operations and responsibilities as assigned. The individual acts as the building receptionist and serves as a liaison between the school and community, administrators, parents, staff, and students. Responsibilities include maintaining school records and files for the building and principal, preparing and compiling reports, processing attendance, ordering office materials, and managing the school operating budget. The role also involves scheduling transportation for field trips, substitute teachers, and facility usage, as well as maintaining confidentiality according to Board of Education policy.

Responsibilities

• Serves as confidential secretary to the administrators.
• Assists in general administrative operations and responsibilities as assigned.
• Acts as building receptionist.
• Acts as a liaison between school and community, administrators, parents, staff, and students.
• Maintains school records and files for building and principal.
• Prepares and compiles reports, distributes and maintains mail and files, and maintains correspondence.
• Processes attendance for building students and staff on a daily basis.
• Orders, processes, distributes and authorizes payment for office materials, instructional supplies and equipment.
• Inputs data and maintains school operating budget.
• Responsible for bookkeeping functions for school accounts.
• Inventories materials and equipment and completes related reports.
• Maintains and provides input to the student activity calendar and Principal's calendar.
• Schedules transportation for school field trips.
• Schedules and orients substitute teachers.
• Schedules facility usage; including verifying insurance coverage and preparing contracts.
• Assists with report card preparation/distribution.
• Contacts parents for alternative transportation for students removed from bus transportation.
• Oversees students requesting and processing new student records and exiting student records.
• Answers telephone calls, responds to routing questions, takes messages, routes calls to appropriate personnel.
• Operates office equipment such as copiers, calculators, computers and fax machines.
• Maintains current information and knowledge of school district operations.
• Assists in opening of school year preparation.
• Performs routine updating to student database as changes occur.

Requirements

• High school diploma or general education degree (GED).
• One year secretarial or office experience or training, or an equivalent combination of education and experience.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to read and interpret documents, such as general business periodicals and policy procedure manuals.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to respond to common inquiries or complaints from parents, staff, vendors, or the general public.
• Ability to effectively present information to students, parents, staff, and administrators.
• Proficient keyboarding skills (45-55 words per minute).
• Ability to operate a personal computer and related software including word processing, spreadsheet, and database programs.

Nice-to-haves

• Ability to develop effective working relationships with students, staff, vendors, parents, administration, and the school community.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to handle a multitude of responsibilities with minimal supervision.