School Secretary

Hillsboro Independent School District; United States; In loco; USD 32.000 - 52.000; Tempo pieno

Descrizione del lavoro

Hillsboro Independent School District is seeking a School Secretary to provide clerical and administrative support at a school site, assisting the principal and staff with scheduling, records, and communications.

The ideal candidate will manage calendars, handle enrollment paperwork, prepare notices and reports, maintain confidential records, and coordinate with parents, students, and district offices, ensuring smooth daily operations.

Competenze

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience with office management and confidential records is valued.
• Proficiency in Word, Excel, PowerPoint, and Outlook is expected.
• Strong organizational and communication skills are essential.

Mansioni

• Composes notices and reports for principal or administrators to share information.
• Maintains the school calendar and coordinates scheduling of events and meetings.
• Plans events such as orientation, open house, field trips, and assemblies.
• Keeps documents and records up to date for audit trails and compliance.
• Prepares purchase orders for the district accounting/finance office.
• Maintains inventories and ensures supplies are available.
• Assists visitors and answers phone calls, providing information as needed.
• Distributes and processes mail; schedules student, parent, and staff appointments.
• Registers new students and enters enrollment data into the system.
• Responds to inquiries and facilitates communication among parties.
• Liaises with outside organizations to coordinate deliveries and activities.
• Supports and trains clerical staff to assist with administrative tasks.

Conoscenze

Office management

Organizational skills

Confidential information handling

Communication skills

Data entry

Formazione

High school diploma or equivalent

Associates degree in office administration preferred

Bachelor's degree preferred

Strumenti

Word

Excel

PowerPoint

Outlook

Descrizione del lavoro

School Secretary

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.

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., 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. *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

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.