School Secretary

Mobile County Public Schools - Mobile, AL

Full-time - Entry Level

Mobile, AL

Educational Services

About the position

The School Secretary plays a vital role in supporting the administrative functions of the school. This position requires a high school graduate or equivalent, with a strong emphasis on computer skills, particularly in Microsoft Office programs such as Excel, Word, and Access. The School Secretary is responsible for managing a variety of tasks that ensure the smooth operation of the school office, including handling communications, maintaining records, and providing assistance to students, staff, and visitors. The role demands a high level of organization, attention to detail, and the ability to work in a fast-paced environment. The School Secretary must also adhere to the Alabama Child Protection Act and maintain confidentiality regarding school matters. In addition to administrative duties, the School Secretary is expected to interact with a diverse group of individuals, including students, parents, and staff, providing information and assistance related to school operations. The position requires the ability to manage multiple tasks simultaneously, often under pressure, while maintaining a professional demeanor. The School Secretary will also assist with various clerical tasks, such as processing reports, maintaining schedules, and managing correspondence. This role is essential for fostering a welcoming and efficient school environment, contributing to the overall success of the educational institution.

Responsibilities

• Serve as secretary in support of assigned administrative functions.
• Receive, screen, and route telephone calls; take, retrieve, and relay messages as needed.
• Schedule and arrange appointments, conferences, meetings, and other events.
• Receive visitors and provide assistance or direct them to appropriate staff.
• Compile information and prepare and maintain a variety of records, logs, files, and reports related to students and financial activity.
• Establish and maintain filing systems; review, revise, verify, and proofread documents.
• Compose a variety of materials such as interoffice communications, forms, letters, and memoranda.
• Input and update data in an assigned computer system; assure accuracy of input and output data.
• Communicate with District staff, students, parents, and outside organizations to exchange information and resolve issues.
• Operate a variety of office equipment such as calculators, copiers, and fax machines.
• Maintain and update appointment and activity calendars and schedules.
• Assist with processing progress reports, report cards, and transcripts as needed.
• Receive, sort, and distribute mail as assigned; prepare informational packets and bulk mailings.
• May process conference requests and arrange travel reservations for assigned personnel.
• Provide oral and written translation between students, teachers, staff, and parents as assigned.
• Maintain appropriate confidentiality regarding school/workplace matters.
• Attend all required training meetings and workshops.
• Report potential problems or unusual events to appropriate personnel.
• Adhere to school system rules, administrative procedures, and regulations.

Requirements

• High school graduate or GED equivalent with evidence of computer experience.
• Secretarial, clerical, and/or bookkeeping training preferred.
• Computer knowledge with expertise in Windows and Microsoft Office programs.
• Ability to meet suitability criteria under the Alabama Child Protection Act.
• Good general health and professional appearance.
• Ability to understand and follow oral and written instructions.
• Punctuality and regular attendance.

Nice-to-haves

• Experience in a school environment or educational setting.
• Bilingual skills for translation purposes.

Benefits

• Paid time off for holidays and breaks during the school year.
• Professional development opportunities.
• Health insurance options.