Long Term Substitute: PMS School Secretary

Ponaganset Middle; Glocester (RI); On-site; USD 36,000 - 48,000; Full time

Job summary

Ponaganset Middle, part of Foster-Glocester Regional Schools in Glocester, Rhode Island, is seeking a long-term substitute school secretary. The role supports the building principal and office operations, handling data entry, records management, and routine communications with staff and families.

The ideal candidate will hold an associate degree or a secretarial training certificate, plus two years’ related experience and strong Microsoft Office/Google Suite skills.

Qualifications

• Associate degree or secretarial training required.
• Two years of experience as a school secretary or similar preferred.
• Strong organizational, interpersonal, and written communication skills.
• Experience with Word, Excel, Outlook, PowerPoint and Google Suite.

Responsibilities

• Provide direct support to the building level principal and office operations.
• Input and maintain data in the Student Information System and MS/Google apps.
• Prepare purchase orders and monitor account balances.
• Maintain confidential student and staff records and files.
• Ensure office supplies and materials are available for smooth operations.
• Coordinate and cover class schedules in the absence of teachers.

Skills

Organizational skills

Interpersonal skills

Written communication

Confidentiality

Multitasking

Education

Associate Degree

Administrative Assistant / Secretary Training

Tools

Word

Excel

Outlook

PowerPoint

Google Suite

Job description

Long Term Substitute: PMS School Secretary

Foster-Glocester Regional Schools Ponaganset Middle - Glocester, Rhode Island Open in Google Maps

Job Details

Job ID: 5961329

Application Deadline: Posted until filled

Posted: Oct 15, 2026 12:00 AM (UTC)

Starting Date: Dec 1, 2026

Position Type: Full-time

Job Categories:

Support Staff > Secretary

Job Description

REPORTS TO: Building Level Principal and/or designee

MINIMUM QUALIFICATIONS: Associate Degree or Administrative Assistant / Secretary Training Program required;
Two years of experience as a school secretary or other secretary (strongly preferred);
Highly effective organizational, interpersonal, and written communication skills;
Knowledge of and experience with the use a variety technology programs and systems, including but not limited to Word, Excel, Outlook, PowerPoint and Google Suite, in order to maximize the efficiency of the schools;
Knowledge and skills to maintain high level of confidentiality;
Knowledge and skills to multitask and work in a busy environment;
Knowledge and skills to accurately input and retrieve data from systems;
Knowledge and skills to manage the operations of the school office and other school offices in order to coordinate and support staff, teachers, and administrators in achieving the mission of the district; and
Knowledge and skills to maintain accurate school-based records and other records and documentation;

Job Requirements

RESPONSIBILITIES AND DUTIES:

1. 1. Provide direct support to the Associate/Assistant Principal(s) and assist in maintaining general order and efficient operation of the main office and school;
2. 2. Routinely performs and/or implements school level office functions, operations, procedures, and systems that support and enhance school level and district level operations and requirements;
3. 3. Take initiative and provide assistance to the staff, teachers, administrators, students and parents;
4. 4. Input and maintain data with precision and accuracy in print documents and electronic systems (Student Information System, Microsoft Office, Google Docs, etc.), as needed;
5. 5. Use independent judgment to analyze the operations of the school, identify potential problems, bring them to the attention of appropriate staff and/or administrators;
6. 6. Assist the Associate/Assistant Principal(s), and other professional inputting relevant data into relevant electronic management systems and retrieving data from those systems;
7. 7. Exercise independent judgment in correcting errors or omissions in print and electronic files, procedures, operations and functions;
8. 8. Write purchase orders following the unified chart of accounts; monitor and manage account balances;
9. 9. Ensure materials/supplies needed for the operation of the school are available;
10. 10. Process forms and maintain accurate records of students and staff;
11. 11. Ensure data relating to student records, student performance, and student behavior are accurately input and maintained in relevant educational and management programs;
12. 12. Organize and maintain files for various school activities and administrative functions;
13. 13. Assist the building principal to ensure that all classes are covered in the absence of teachers and staff;
14. 14. Perform routine maintenance to office equipment and copy machines e.g. clears jams, change paper, toner, staples, etc.;
15. 15. Maintain a schedule of appointments and make arrangements for conferences and interviews for administrators;
16. 16. Maintain legally required and appropriate levels of confidentiality;
17. 17. Cross train and provide support in school counseling, health, athletics, career technical education, and other offices as necessary; 18. Use AESOP, or related software, to accurately reflect staff time and assignments;
18. 18. Create and distribute routine and confidential internal and external communication in print and electronic form as requested;
19. 19. Use electronic media such as email and the school and district website to communicate with staff and the community;
20. 20. Maintain a regular filing system as well as appropriately locked files of confidential student and staff records and other information, administrator files, and prepare them for permanent storage;
21. 21. Process incoming telephone calls, mail, and other correspondence, maintains accurate records of these communication, and forwards relevant information to teachers, staff, guidance counselors and administrators, as appropriate;
22. 22. Create and distribute routine and confidential internal and external communication in print and electronic form as requested;
23. 23. Produce, copy, and assemble materials to support the operations of the school main office and other offices in the school;
24. 24. Exercise patience and tact when dealing with parents, students, teachers, administrators, and the public;
25. 25. Drive to and from the middle school and high school as needed;
26. 26. Work collaboratively and professionally with staff, teachers, and administrators in the FosterGlocester Regional School District, and the community;
27. 27. Assist students, staff, and administrators in the performance of duties such as copying, form completion, assembling materials, etc., to support the operations of the school as requested by the principal;
28. 28. Facilitate and support the implementation of school, district and state initiatives;
29. 29. Perform the functions of the position in accordance with the Code of Professional Responsibilities, governing laws and regulations, and all School Committee and district policies, procedures, and administrative directives; and
30. 30. Performs other related duties and responsibilities as assigned by the Principal or designees.

An Equal Opportunity/Affirmative Action Employer.

• At least 1 year(s) of relevant experience preferred.
• Associate degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Alyssa Nappa , Human Resource Manager
• 91 Anan Wade Road
• Glocester, Rhode Island 02857
• Phone: [phone]
• Email: [e-mail]