School Office Secretary

Madison STEAM Academy; South Bend (IN); On-site; USD 23,000 - 32,000; Full time

Job summary

Madison STEAM Academy in South Bend, Indiana seeks a School Office Secretary to support school administrators, manage clerical tasks, and coordinate communications with parents and staff.

You will handle calendars, prepare notices, process enrollment data, manage supplies, and serve as a liaison with transportation, food service, and vendors.

Starting pay is $20 per hour with immediate start; full-time, with opportunities to work with a dedicated team.

Qualifications

• Graduation from high school
• Associate’s degree preferred
• Shorthand or speed writing skills are a plus
• Prior office-management experience preferred

Responsibilities

• Composes documents for principals and administrators.
• Maintains the daily/weekly/monthly calendar for scheduling.
• Plans and coordinates school events and activities.
• Maintains documents, files and records for compliance.
• Prepare purchase orders for the district accounting/finance office.
• Maintains inventories of supplies and materials.
• Assists visitors to the office and answers calls.
• Registers new students and enters data into the system.
• Responds to inquiries and facilitates communication among parties.
• Liaises with outside organizations for scheduling and deliveries.

Skills

Communication skills

Organizational skills

Multitasking

Word/Excel/Outlook

Education

High school diploma

Associate degree preferred

Shorthand or speed writing

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

South Bend Community School Corp Madison STEAM Academy - South Bend, Indiana Open in Google Maps

School Office Secretary

South Bend Community School Corp Madison STEAM Academy - South Bend, Indiana Open in Google Maps

This job is also posted in South Bend Community School Corp

Job Details

Job ID: 5949760

Application Deadline: Jun 07, 2027 11:59 PM (Eastern Standard Time)

Posted: Yesterday

Starting Date: Immediately

Job Description

School Office Secretary

Position: School Office Secretary

Immediate Supervisor: Building Principal

Starting Pay: $20.00/HR

Position Purpose

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.

Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for principal, or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Maintains the daily/weekly/monthly calendar of the principal for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents and teaching staff or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Supports, guides, leads, trains and coordinates work of school clerical employees for the purpose of providing assistance with administrative functions.

Additional Duties: Performs other related duties as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment: Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Working Conditions

• Works in standard office and school building environments.
• Must be able to work regularly scheduled hours.
• Must be able to handle stress.

Qualification Profile: Any combination of education and experience that demonstrates the necessary skills and knowledge for successful performance will be considered qualifying. Typical qualifications would include:

• Graduation from high school
• Associate’s degree preferred, with coursework in business, mathematics, word processing, office procedures, and record keeping
• Bachelor’s degree preferred
• Shorthand or speed writing skills are a plus
• Prior experience in office management is preferred

Position Type: Full-Time

Salary: $20 Per Hour