784 - SECRETARY, HIGH SCHOOL PRINCIPAL

QUALIFICATIONS:        

1. High School Diploma or GED

2. Fifteen hours college credit with some business orientation or equivalent business school background, or two years experience as Education Secretary I

3. Keyboarding and computer proficiency

4. Computational, organizational, and communication skills

REPORTS TO:  Principal (Primary); Secondary reporting line to Campus Operations Manager for coordination of work.

JOB GOALS:                 

1. To assure the smooth and efficient operation of  the Principal’s office.

2. To assist with maintaining  the school’s financial records.                   

3. To facilitate communication between staff, campuses, parents, and community.

TERMS OF EMPLOYMENT:  Noncontractual (At-will); Clerical/Technical Paygrade Estimated 226 days;  estimated 8 hours  daily Wage/hour status:  nonexempt

MAJOR RESPONSIBILITIES AND DUTIES

1. Answer phone calls; take messages; answer questions; redirect to proper person.

2. Perform duties of receptionist answering random walk-in questions from all campus employees, parents, students; redirect to appropriate person when necessary.

3. Schedule appointments for teachers, parents, and students with the principal.

4. Draft correspondence, type letters, maintain school and principal’s calendar.

5. Maintain current personnel directory records and emergency care cards.

6. Maintain current and former employee personnel files.

7. Assimilate and type weekly bulletins to faculty.

8. Prepare (or assist with) approved graduation list.

9. Maintain files.

10. Type meeting agendas when requested.

11. Coordinate the work of the office clerical personnel as directed.

12. Assist with processing of forms (insurance, professional growth, travel); assist with workers compensation forms.

13. Compile and maintain data; generate reports as needed.

14. Assist principal and accountant in preparing the annual budget.

15. Code all warehouse requests and travel requests and forward to accountant;

16. Maintains receiving of purchases and handles receiving process accounting department.

17. Verifies that all TEA, local, state, and federal reports are processed accurately and in a timely manner.

18. Assists the principal to ensure that all documents leaving the campus are clear and precise and reflect the school’s standards.

19. Assists with proofreading documents printed on campus.

20. Assist the Accountant with Oversee the distribution of campus payroll.

21. Distribute documents, booklets, etc. to members of the faculty and secure signatures when verifying receipts.

22. Collect information from campus employees for the personnel directory; forward the information to the personnel services department.

23. Assist the accountant with the appraisal process for all employees, distribute and collect the forms in the fall and spring.

24. Assist the PDAS appraisers with computer problems when needed.

25. Maintain the campus appraisal files for all employees.

26. Edit and print informational documents distributed to teachers each year.

27. Assist in receiving and distributing the departmental supplies and materials.

28. Assist at the switchboard and in the registrar and accountant’s offices in their absence.

29. Maintain a working knowledge of the office machines to facilitate production of materials during summer months.

30. Prepare and distribute teacher handbook.

31. Pull applications for interview screening

32. Type new hire recommendations

33. Type employee inner campus job transfer transmittal

34. Prepare daily announcements and send to parent contact list via email (Lee Only)

35. Prepare graphic orders for office Personnel and for teachers during the summer

36. Fill-in sub duties in assistant’s absence as necessary

37. Provide school-wide notary services

38. Maintain school A/B block scheduling calendar

39. Assist with CPOC coordination

40. Process AP waivers to participate in extracurricular activities

41. Obtain retiring teacher/teacher leaving gifts

42. Inservice coordination

43. Create beginning of year teacher binder (Lee Only)

44. Reconcile end of year checklist (Lee Only)

45. Maintain end of year bulletin (Lee Only)

46. Maintain public calendar

47. Type student recommendations

48. Maintain school phone tree

49. Set up employee interviews

50. Create hall passes for teachers

51. Complies with directions and instructions from supervisor and performs other tasks and assumes such responsibilities as may be assigned.

52. Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business; demonstrates team work in daily activities.

53. Is prompt, timely, and thorough in completing assignments and attending to details accurately and efficiently.

54. Is regular in attendance and complies with notification procedures for absences.

55. Provides complete and accurate information in the conduct of the campus and district business.

56. Maintains confidentiality in the conduct of district business.

57. Complies with district policies, as well as state and federal laws and regulations.

58. Adheres to the district’s safety policies and procedures.

59. Participates in staff development training programs to improve job performance.

60. Participates in faculty meetings and special events as assigned.
     

EQUIPMENT USED: 

    Computer, typewriter, printer, copier, calculator, fax, telephone 

WORKING CONDITIONS: 

    Mental Demands:  Reading, ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress. 

    Physical Demands/Environmental Factors:  Repetitive hand motions; prolonged use of computer.  Works with frequent interruptions.  Occasional lifting of heavy boxes, bending, and stooping. 

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. 

Updated August, 2007 sr