School Secretary

Applitrack; United States; On-site; USD 32,000 - 46,000; Full time

Job summary

Applitrack seeks a School Secretary/Administrative Assistant to provide clerical and administrative support at a school site under the supervision of the principal. Responsibilities include handling events, records, correspondence, mail, and coordination of other clerical staff.

The role requires strong organization, teamwork and confidentiality, with proficiency in Google Suite and Microsoft Office. A 230-day work calendar is typical for this role.

Qualifications

• High school diploma or equivalent.
• Associates degree preferred in business, math, word processing or related field.
• Shorthand or speed writing skills desirable.
• Office management experience preferred.

Responsibilities

• Assist in planning and scheduling school events and activities.
• Maintain documents, files and records for up-to-date reference and audit trail.
• Prepare purchase orders for submission to the district's accounting/finance office.
• Maintain inventories of supplies and materials.
• Assist visitors to the office including students, parents, substitutes.
• Answer telephone calls and provide information to callers.
• Distribute incoming mail and send outgoing mail.
• Schedule appointments with students, parents and staff.
• Evaluate situations and direct to appropriate personnel for resolution.
• Respond to inquiries from students, parents and employees.

Skills

Communication

Time management

Office software

Confidentiality

Customer service

Problem solving

Multitasking

Diversity awareness

Education

High school diploma

Associate's degree

Bachelor's degree preferred

Tools

Google Suite

Excel

Word

Outlook

PowerPoint

Job description

School Secretary/Administrative Assistant

Position Purpose

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance 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

• Assists in planning and scheduling school events and activities
• 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
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction

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

Travel Requirements

Limited travel to and from meetings may be required

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., Google Suite, 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

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments
• Ability to work outdoors during outdoor student activities

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred
• Bachelor's degree preferred
• Shorthand or speed writing skills desirable
• Successful experience with office management preferred

FLSA Status: Non-exempt 230 day Work Calendar