This posting will be open at least five (5) days after the recruiting start date.
The Principal's Secretary provides full administrative assistance and secretarial service to the principal and/or assistant principal of an elementary or middle school.
The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.
Reports consistently for work as scheduled
Performs other duties as assigned
Attains proficient or higher evaluations on established Performance Standards
Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions
Arranges all announcements and paging on the intercom system
Assists in the daily activities of the general ledger accounting, including but not limited to, preparing and inputting journal entries, budget transfers, and bank reconciliations
Assists students as needed
Calls for guest staff teachers or classified staff as necessary
Composes, performs, and types routine correspondence and reports and updates lists
Confirms appointments and meetings
Develops and maintains required reports
Interprets and explains district rules, regulations, and procedures to the public
Keeps lost and found items and arranges for disbursement
Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, addresses, telephone numbers, immunization history, correspondence, etc.
Maintains an attractive and comfortable reception area
Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services
Maintains calendars for school use, may include master calendar, schedule of building use, and administrator’s calendar
Maintains current information on staff, including employment data, FTE, salary/benefits, and/or source of funding
Maintains inventory of office supplies; orders and stocks materials and supplies as necessary
Maintains responsibility for the clerical operations of a departmental office
Maintains various databases, reports, and office filing systems
Makes deposits in school checking account
Manages school petty cash fund
Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required
Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts; reconciles accounts and records; maintains/prepares budget records and summaries
Performs a variety of duties using various types of office equipment
Performs duties assigned with departmental budget
Prepares and processes reports which require research, computation, and compilation
Prepares reports as required, including payroll reports, state and federal reports, and staff absence reports, etc.
Processes and inputs data for student registration
Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases
Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies
Provides back up assistance to other office staff
Records information of all school accidents and files or forwards accordingly
Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions
Responsible for accounts receivable and bank statement reconciliation
Responsible for generating budget reports at the end of each month
Reviews time sheets on periodic basis, and maintains staff leave, vacation, and flex time for each staff member
Schedules/coordinates travel arrangements/field trips
Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
Takes dictation for official meetings, prepares minutes, and handles confidential or sensitive documents and correspondence
Tracks general fund budget for the principal
Verifies calculations on licensed guest staff pay receipts and delivers monthly payroll by payroll cutoff date
Ability to adapt to changing technologies and to learn functionality of new equipment and systems
Ability to communicate effectively verbally and in writing
Ability to create, access, input, retrieve, and manipulate information in various software systems
Ability to establish and maintain accurate record keeping, document management, and filing systems
Ability to establish and maintain effective working relationships with individuals from many diverse backgrounds and professions including supervisors, administrators, coworkers, staff, students, parents, and the general public
Ability to follow oral and written instructions
Ability to greet and interact with the public in a courteous and professional manner
Ability to maintain confidentiality
Ability to manage simultaneous demands and set clear priorities
Ability to perform routine bookkeeping and clerical accounting tasks effectively and efficiently
Ability to work days, hours, locations, and assignments as directed by the supervisor within the position responsibilities
Ability to work independently without direct supervision
Commitment to the education of students as a primary responsibility
Communicates effectively with students and adults in a wide variety of settings
Computer proficiency including office productivity applications
Considerable knowledge of policies, procedures, and overall district functions
Demonstrated ability to manage simultaneous demands and set clear priorities
Demonstrated ability to work well with others in a team setting
Demonstrates citizenship, compassion, courage, discernment, excellence, honesty, hope, integrity, patience, perseverance, reliability, respect, responsibility, and trustworthiness
Demonstrates effective organizational and time management skills
Detail-oriented
Energetic, creative, innovative, flexible
Excellent cooperative, collaborative, and problem-solving skills
Knowledge of office methods and procedures including appropriate telephone etiquette
Knowledge of Special Education, other educational programming, and associated legal requirements as related to the needs of the students assigned to the teacher
Promotes a positive climate, culture, and community
Strong mathematical and analytical skills
Strong organizational, interpersonal, written, listening, and verbal communication skills
Student-centered and relationship-focused
Understanding of data privacy laws and their implications for the educational community
Willing to be trained to carry out delegated nursing practices
Willingness to participate in ongoing training as required
For more information on our benefits, please visit Employee Benefits | Academy District 20 (asd20.org).
