Head Secretary

Carlsbad Municipal Schools; Carlsbad (NM); On-site; USD 38,000 - 46,000; Full time

Job summary

Carlsbad Municipal Schools in Carlsbad, NM seeks a Head Secretary to the Principal to provide high‑level clerical support, maintain records, greet visitors, manage the school calendar, and supervise office staff. The ideal candidate has proven secretarial experience, strong communication skills, and the discretion to handle confidential information, with proficiency in office software and devices.

Bilingual ability is a plus.

Qualifications

• Experience with office procedures and clerical duties.
• Proficiency in operating office machines and technology.
• Familiarity with Microsoft and Google software; Synergy preferred.
• Ability to maintain accurate records and data.
• Effective communication; bilingual skills helpful.
• Prior secretarial experience.
• Maturity and discretion to handle confidential matters.

Responsibilities

• Collaborate with colleagues, supervisors, and administrators.
• Demonstrate ethical behavior.
• Maintain the school calendar and daily activities.
• Oversee office staff and substitutes as needed.
• Greet and assist parents and visitors.
• Type correspondence required by the principal.
• Keep principal informed of meetings and appointments.
• Order and issue supplies to teachers.
• Maintain student records and attendance.
• Assist teachers with budgetary guidance.
• Regular attendance.
• Communicate with other school offices and the public.

Skills

Office procedures

Office machines

Software skills

Records management

Communication skills

Interpersonal skills

Secretarial experience

Confidentiality

Tools

Microsoft Office

Google Workspace

Synergy

Job description

JOB POSITION: HEAD SECRETARY TO THE PRINCIPAL

MINIMUM QUALIFICATIONS

• Demonstrate competency in office procedures.
• Ability to operate all office machines including technology.
• Ability to use different software including Microsoft, Google, Excell, ect. Use of Synergy preferred.
• Ability to maintain records, files, and other required data.
• Good communication skills. (Bilingual skill useful).
• Ability to deal with staff, students, and patrons in a positive manner.
• Previous secretarial experience.
• Maturity to handle difficult situations and maintain confidentiality.

SUPERVISOR

Principal

JOB GOAL

To assist and relieve the Principal of clerical impediments so that he/she may devote maximum attention to delivery of instructional services to school clients.

ESSENTIAL JOB FUNCTIONS

• Work cooperatively with colleagues, supervisors, and administrators.
• Demonstrate ethical behavior.
• Engage in self development.
• Follow district policies and administrative rules and regulations.
• Maintain behavior appropriate to performing and accomplishing assigned duties.
• Know what to do to successfully complete assigned work.
• Project an over-all concern for personal appearance as it relates to job performance.
• Tend to the many needs of the faculty and principal.
• Maintain the school calendar to include daily activities and plans for the day.
• Oversee office workers.
• Assist in ensuring that all teachers are present or a substitute is on hand.
• Greet and help parents and visitors.
• Type any correspondence required by the principal.
• Keep principal informed on meetings, appointments, etc.
• Order and issue supplies to teachers.
• Assist teachers with operational or activity money within budgetary guidelines.
• Deposit money for all accounts at the school.
• Revise teacher handbook annually.
• Tend to student needs as requested.
• Maintain student records.
• Maintain an accurate accounting of attendance.

ADDITIONAL REQUIREMENTS

• Assist with ongoing, inter-relationships and communications with other school offices and the public.
• Contribute to the welfare and effectiveness of the office by adhering to high ethical standards of performance and interpersonal relationships.
• Regular attendance.
• Other tasks as may be deemed appropriate and necessary by the immediate supervisor.