Head Secretary

About the position

The Head Secretary is responsible for providing clerical support to the building administrators to ensure the efficient operation of the school office. Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following: Responsible for assisting the building administrator with implementing work rules and daily routines. Responsible for acting as a liaison between clerical and managerial staff. Responsible for guiding the work of other clerical staff to ensure work efficiency. Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments. Responsible for responding to customer complaints. Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments and reporting. Responsible for building payroll, recording staff attendance and work with appropriate personnel to coordinate substitute staff. Maintain records and prepare reports. Responsible for monitoring and coordinating the site-based budget and accounting process, ordering, inventory, and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation. Responsible for assuring proper collection and securing of funds collected in the school. Responsible for maintaining the building calendar, including building use requests and coordinate with appropriate personnel. Responsible for assuring all office equipment is in working condition. Responsible for the accurate maintenance of the computerized student information system and be willing to train others on computer applications for school use. Responsible for assisting with the coordination of the recording all student daily attendance. Responsible for assisting the principal with implementing the student enrollment process. Responsible for working with the nursing staff in the distribution of medication and health screening. Responsible for regular secretarial duties for the building administration, including mail, communications, etc. Responsible for issuing building keys. Responsible for assisting in the preparation for all audits. Responsible for the collection of all monies owed to the school. Responsible for assisting the principals with TR student suspension. Responsible for preparing for school opening and closing with the principal. Responsible for preparing and coordinating the monthly school calendar and newsletter. Responsible for assisting with the completion of all necessary and required reporting. Interact with co-workers, administration, students, parents, and the community in positive, supportive, and cooperative ways. Maintains school budget at the discretion of the principal. In-person and on-time attendance is mandatory. Performs other duties as assigned.

Responsibilities

• Assist the building administrator with implementing work rules and daily routines.
• Act as a liaison between clerical and managerial staff.
• Guide the work of other clerical staff to ensure work efficiency.
• Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments.
• Respond to customer complaints.
• Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments and reporting.
• Build payroll, record staff attendance and work with appropriate personnel to coordinate substitute staff.
• Maintain records and prepare reports.
• Monitor and coordinate the site-based budget and accounting process, ordering, inventory, and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.
• Ensure proper collection and securing of funds collected in the school.
• Maintain the building calendar, including building use requests and coordinate with appropriate personnel.
• Ensure all office equipment is in working condition.
• Maintain the computerized student information system and train others on computer applications for school use.
• Assist with the coordination of the recording all student daily attendance.
• Assist the principal with implementing the student enrollment process.
• Work with the nursing staff in the distribution of medication and health screening.
• Perform regular secretarial duties for the building administration, including mail, communications, etc.
• Issue building keys.
• Assist in the preparation for all audits.
• Collect all monies owed to the school.
• Assist the principals with TR student suspension.
• Prepare for school opening and closing with the principal.
• Prepare and coordinate the monthly school calendar and newsletter.
• Assist with the completion of all necessary and required reporting.
• Interact with co-workers, administration, students, parents, and the community in positive, supportive, and cooperative ways.
• Maintain school budget at the discretion of the principal.

Requirements

• High School diploma or equivalent.
• One year of successful previous secretarial experience.
• Successful completion of secretarial testing in the areas of intermediate word, excel, basic math, grammar, and language arts.

Nice-to-haves

• Working knowledge of the school system.
• Familiarity with BOE policies and procedures.

Benefits

• $19.90/hour