Principal Secretary Jobs (NOW HIRING)

Function / Position Summary

Provide office support to the building principal, students, employees, and visitors to ensure organized and efficient operations within the school. Monitor the daily operations of the main office and assist the building principal with routine administrative tasks as directed. Maintain confidentiality of student and staff information in the school and community.

Job Duties / Responsibilities

• Schedule and coordinate meetings and appointments for the principal.
• Compose and respond to correspondence on behalf of principal as assigned.
• Answer, transfer phone calls, and record messages as necessary.
• Prepare and disseminate memos, forms, newsletters, reports, and other communications.
• Maintain bookkeeping records, prepare bank receipts, deposit monies, and prepare monthly financial statements for the financial services department.
• Monitor school accounts and prepare a variety of administrative documentation.
• Order department inventory of supplies for principal and main office.
• Serve as timekeeper and maintain absence management system for staff members.
• Lead and participate in the annual student registration and enrollment process.
• Receive, sort, and distribute documents and correspondence.
• Maintain designated spreadsheets and all department files.
• Prepare, update, and maintain confidential student cumulative files.
• Schedule after school functions including school activities and public events.
• Coordinate schedules for standardized testing.
• Other duties as assigned.

Education

• High School diploma or equivalent required.
• Associates degree preferred.

Experience / Knowledge

• Five years of secretarial experience in a school setting preferred.
• Bilingual - Spanish/English (written/verbal) preferred.
• Working knowledge of Microsoft Office suite and Google applications.
• Ability to handle multiple concurrent projects, setting priorities to meet assigned timelines.
• Familiar with Infinite Campus, Great Plains, and Wisdomwhere preferred.

Physical Demands

• Ability to work on a computer/telephone over the major portion of the day.
• Ability to lift up to 25 pounds.

SECRETARIAL CLASSIFICATION CRITERIA

(As defined in the 2022-2026 Agreement between District U-46 Secretarial Association and the Board of Education)

CLASSIFICATION A (Proficiently demonstrates all criteria listed)

• Ability to communicate and interact with staff and co-workers in a professional manner
• Demonstrates positive customer service skills
• Demonstrates confidentiality
• Ability to work independently
• Ability to prioritize tasks Demonstrates organizational skills
• Keeps accurate filing
• Maintain appropriate inventories and online file management
• Able to use office machines (ex. laminator, fax, intercom, phone, copier)
• Accurate typing/keyboarding
• Working knowledge of computer programs
• Willingness and ability to learn

CLASSIFICATION B (Proficiently demonstrates all criteria listed, including classification A)

• Perform receptionduties
• Perform student attendance duties
• Utilize excellent written and verbal communication skills (parents, staff and students)
• Responsible for tracking and balancing building/department expenditures (if applicable)
• Working knowledge of computer programs Word and Excel
• Willingness to learn and become proficient in advanced applications and specialized computer programs (Mail Merge, Student Information Systems, Business Portal, etc.)

CLASSIFICATION C (Proficiently demonstrates all criteria listed, including classification A+B)

• Demonstrates appropriate decision making in support of or in absence of director or supervising administrator
• Knowledge and ability to perform necessary tasks to ensure the smooth operation of the district level department/building
• Proficient in specialized computer programs and applications
• Responsible for creating and initiating written and verbal communication (community and district officials/representatives)
• Responsible for maintaining director or supervising administrator calendar/schedule (if applicable)
• Responsible for office management, environment, staff, finances (banking and financial software)
• Ultimately responsible for coordination, organization, facilitation of district level department/building

Terms of Employment

• This is a 10 month position (211 days).
• Salary and benefits as established by the Board of Education and set forth in the collective bargaining agreement as applicable.
• The starting salary for this position $18.65/hr.