MIDDLE SCHOOL SECRETARY (Joseph Kerr Middle School)

Elk Grove Unified School District - Sacramento, CA

Full-time - Entry Level

Sacramento, CA

Educational Services

About the position

The Middle School Secretary at Joseph Kerr Middle School plays a crucial role in supporting the Principal and ensuring the smooth operation of the school office. This position involves a variety of administrative and clerical tasks that are essential for maintaining effective communication and organization within the school environment. The secretary will be responsible for managing office activities, coordinating communications between parents, students, and the public, and providing essential support to the Principal. This role requires a high level of professionalism, discretion, and the ability to handle multiple tasks efficiently in a busy school setting. As the primary secretary, the individual will compose letters and documents, manage incoming communications, and perform receptionist duties, including answering phone calls and greeting visitors. The secretary will also coordinate school and community activities, maintain staff attendance records, and assist in the preparation of financial records related to the school's operations. The ability to compile data and prepare reports is essential, as is the proficiency in using various office equipment and software. In addition to these responsibilities, the Middle School Secretary will also be involved in student health care functions, administering first aid when necessary, and ensuring that the school environment remains safe and conducive to learning. The position requires strong interpersonal skills, the ability to work independently, and a commitment to maintaining confidentiality. Overall, the Middle School Secretary is a vital member of the school staff, contributing to the educational excellence and supportive atmosphere at Joseph Kerr Middle School.

Responsibilities

• Serve as primary secretary to the Principal at a middle school, providing relief of administrative and clerical detail.
• Coordinate flow of communications between parents, students, and the public; respond to inquiries and provide information to teachers, students, and the public.
• Perform receptionist duties; initiate and answer telephone calls; screen and route calls; provide information and assistance to callers; receive, open, sort, screen, and distribute incoming mail; greet and provide information to visitors.
• Arrange and coordinate school and community activities held at school; schedule and coordinate use of school facilities; distribute site keys; arrange travel reservations.
• Maintain staff time records; prepare staff attendance reports; reserve substitutes for absent personnel; maintain personnel, correspondence, and various other records and files; establish and maintain filing systems.
• Compile information and prepare and maintain a wide variety of data and reports according to established procedures and timelines; input information into assigned computer database.
• Prepare, maintain, and process financial records related to the assignment; record expenditures and assist in monitoring assigned budgets; initiate purchase requisitions; maintain and reconcile petty cash account.
• Type letters, reports, bulletins, memoranda, newsletters, and other materials from straight copy, rough drafts, or oral instructions.
• Coordinate and schedule meetings, appointments, and special events; attend and take minutes at assigned meetings; prepare for the new school year; participate in student registration activities.
• Perform student health care functions, administer first aid; communicate serious injuries or illnesses to parents or appropriate personnel; accompany students to the hospital as necessary.
• Operate a variety of office equipment including a fax machine, copier, and a computer and assigned software.
• Monitor inventory levels of school supplies, ordering replacements as necessary.
• Train and provide work direction and guidance to clerical staff and student assistants as assigned by position; provide input regarding staff evaluations as requested.

Requirements

• Graduation from high school and four years of secretarial experience involving frequent public contact.
• Possession of a valid American Red Cross First Aid and CPR Certificate.

Nice-to-haves

• Experience in a school environment or educational setting.
• Familiarity with student health care procedures.

Benefits

• Health insurance coverage.
• Retirement savings plan (401k).
• Paid holidays and vacation time.
• Professional development opportunities.