Executive Secretary to Principal Elementary

Pasadena Independent School District; Houston (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

Pasadena Independent School District seeks an Executive Secretary to Principal to support the school office and staff with efficient clerical services. The role handles correspondence, scheduling, records, and budget-related tasks, using strong word processing, spreadsheet, and database skills.

Responsibilities include assisting students, teachers, and parents, managing communications, maintaining files, processing purchases, and coordinating calendar and meetings for the principal.

Qualifications

• High School Diploma or GED is required.
• Three or more years of advanced secretarial experience.
• Experience in a public school setting is preferred.
• Strong clerical and office skills with proficient computer use.

Responsibilities

• Assist students, teachers, and parents as needed.
• Type written correspondence and route as appropriate.
• Receive calls, relay messages, and coordinate with staff.
• Maintain files, inventories, mailing lists, and student records.
• Receive, store, and issue supplies and equipment.
• Sort and deliver mail and documents.
• Maintain daily attendance logs and substitute records.
• Prepare instructional materials and campus communications using a computer.
• Process schedule changes and calendar for principal.
• Monitor time records, including sick leave and vacation.

Skills

Advanced clerical skills

Excel proficiency

Word processing

Data entry

Record keeping

Strong communication

Interpersonal skills

10-key / calculator

Budgeting knowledge

Education

High School Diploma or GED

Job description

JOB TITLE:

Executive Secretary to Principal

DUTY DAYS:

220 Days

PAY GRADE:

C06

SALARY SCHEDULE:

Click for Salary Schedule

Primary Purpose

Facilitate the efficient operation of the school administrative office and provide clerical services to the school’s administrative staff

Qualifications

Educations / Certification:

• High School Diploma or GED

Special Knowledge / Skills

• Advanced clerical training skills
• Proficiency in general office/secretarial skills to include excellent computer skills (word processing, excel spreadsheets and database) operation knowledge of general office equipment
• Excellent organizational, communication and interpersonal skills
• Maintain accurate records of purchase requisitions, accounts payable and warehouse requisitions
• Input and maintain financial campus accounts, monitor department budgets and campus cashier
• Strong knowledge of bookkeeping and 10-key or calculator proficiency

Experience

• Three or more years of advanced secretarial experience preferably in a public school setting

Major Responsibilities And Duties

• Assist students, teachers, and parents as needed.
• Type all written correspondence and properly route.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Maintain proper files to include inventory of school supplies, mailing lists, student’s records, visitor logs, and communication.
• Receive, store, and issue supplies and equipment.
• Sort, distribute, or deliver mail and other documents.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using computer.
• Process all changes and adjustments in student schedules.
• Schedule meetings and appointments and maintain calendar for principal.
• Monitor personnel time records to include sick leave, vacation, and special requests.
• Maintain a log of visitors to the school.
• Update handbook, policy manuals, etc.

Working Conditions

Mental Demands:

Ability to communicate effectively (verbal); maintain emotional control under stress; interpret policy, procedures, and data; coordinate district functions.

Physical Demands / Environmental Factors

Frequent prolonged and irregular hours; Repetitive hand motions; prolonged use of computer; steady phone interactions; moderate standing, walking, and bending.