About West Side Montessori
West Side Montessori is dedicated to nurturing the natural curiosity and independence of children through Montessori principles. We provide a prepared environment, individualized learning plans, and a collaborative, supportive school community for families and staff.
Position Overview
The School Secretary will be the primary first contact, greeting families, visitors, and staff, and handle back-office duties that support records management, program operations, and data integrity. The role combines customer service with back-office coordination, including securing substitute coverage. This role is a 12-month salary position.
Key Responsibilities
Front Desk Leadership & Visitor Management
- Greet and assist families, students, staff, and visitors in a courteous, professional, yet very welcoming manner.
- Manage sign-in/sign-out processes; maintain accurate visitor logs.
- Ensure front desk security and monitor building access.
- Answer and direct phone calls, emails, and inquiries; manage phone system.
- Accept deliveries; coordinate with appropriate staff.
Administrative Support & Data Management
- Maintain organized front desk area and lobby,
- Skilled clerical tasks: data entry, copying, scanning, filing, laminating, proofreading.
- Prepare and mail/notices; prepare Friday folder inserts as directed.
- Daily mail distribution; maintain mailing supplies.
- Assist with scheduling, coordinating, and supporting meetings, trainings, and school events.
- Monitor radio requests and the “contact us” email.
- Maintain records for state administrative reimbursements; prepare Administrative Cost Reimbursement forms quarterly.
- Manage daily attendance and monthly classroom attendance sheets; update Ed Choice attendance binder.
- Maintain confidentiality of student, family, and staff records; support data integrity across systems (e.g., Blackbaud, Google, Word, Excel, Adobe, Asana, Parent Square); assist with data entry, backups, and reporting.
- Proof internal communications and notices to staff, families, and committees.
- Electronic filing, scanning, archiving, and secure disposal of sensitive materials.
- Coordinate non-public transportation reimbursement information.
- Coordinate with Human Resources on annual compliance requirements and staff training tracking.
Program & Operations Support
- Schedule and coordinate meetings, trainings, and events; laminating.
- Assemble/distribute handouts and mailings; provide support to Education Coordinators as needed.
- Schedule classroom observations and notify teachers.
- Lead or contribute to initiatives to improve administrative efficiency, data quality, and school operations.
- Support enrollment, attendance, and other administrative duties.
- Assist with emergency drills.
- Prepare and distribute program handbooks and student forms; distribute parent and staff handbooks as requested.
- Prepare and distribute field trip materials, notices, and handouts.
- Coordinate parent/teacher conferences; update signup sheets.
- Proof student progress reports for parent portal publication.
- Assist with field trips and MS-level off-site trips; coordinate with UE teachers/Camp Storer rep.
Administrative Staff & Records
- Maintain up-to-date student, family, and staff records with confidentiality (FERPA).
- Electronic scanning, filing, archiving, and secure disposal; ensure data integrity across systems.
- HR-related recordkeeping and annual training tracking.
- Maintain Key Dates calendar; manage student transfer data.
Safety, Privacy & Compliance
- Adhere to school safety procedures and privacy policies; report safety concerns promptly.
- Maintain confidentiality and secure all files; disarm building as required.
Collaboration & Team Support
- Collaborate with teachers, administrators, and support staff to ensure smooth daily operations.
- Participate in staff meetings and training; provide backup support for other administrative roles during peak times or staff absences.
Substitute Coordination
- Manage substitute requests, scheduling, and communications; coordinate coverage to maintain classroom operations.
- Maintain a master substitute list with contact info, availability, and preferences; communicate assignments and update availability.
Seasonal Responsibilities
- Assist with Summer Camp operations as needed.
- Update calendars for the next term (front desk, substitute).
- Prepare field trip materials and related permission slips.
- Maintain New Student & Staff files.
Desired Qualifications
- Education: High school diploma or equivalent; associate degree or administrative training preferred.
- Prior experience in administrative or secretarial support; experience in educational settings is a plus.
- Strong organizational, time-management, and attention-to-detail capabilities. Ability to make all staff and visitors feel welcome.
- High level of discretion and confidentiality.
- Proficient with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace; experience with school management software is a plus.
- Excellent written and verbal communication skills.
- Ability to multi-task, prioritize, and work independently with minimal supervision.
- Problem-solving mindset and proactive approach.
Equal Opportunity Employer
West Side Montessori is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, or any other protected status in accordance with applicable law.
Pay: $35,000.00 - $38,000.00 per year
Benefits:
- Dental insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
