Building Secretary

Overview

Primary Job Functions
:
The School Secretary plays a key role in ensuring the smooth and efficient operation of the school office. They are often the first point of contact for parents, students, and visitors. Their duties range from clerical tasks to providing support to school staff and handling administrative responsibilities.

• Reception and Communication:
  • Greet visitors, parents, and students as they enter the school, and direct them as necessary.
  • Answer and direct phone calls, respond to inquiries, and take messages when needed.
  • Handle email correspondence, relay important information to staff, and maintain effective communication channels.
• Administrative Support:
  • Assist with general office tasks, such as filing, photocopying, and faxing.
  • Maintain student records, including enrollment forms, attendance, and health information.
  • Prepare and organize school documentation, including reports, memos, and newsletters.
  • Manage and distribute mail, forms, and other important documents to appropriate staff or departments.
• Attendance Monitoring:
  • Take and maintain accurate student attendance records, following up with parents for any absences.
  • Prepare attendance reports for the principal and teachers as needed.
  • Manage late arrivals and early departures of students, ensuring they are logged correctly.
• Scheduling and Coordination:
  • Schedule appointments for the principal, teachers, and other staff members.
  • Assist in scheduling meetings, parent-teacher conferences, and other school events.
  • Coordinate the school calendar and inform staff and parents of upcoming events and deadlines.
• Support for School Staff:
  • Provide administrative assistance to teachers and school leadership, including preparation of teaching materials and classroom supplies.
  • Support the organization of staff meetings, professional development, and staff events.
  • Help with student registration, transfers, and general administrative tasks related to student enrollment.
• Inventory Management:
  • Keep track of school supplies, including office materials and classroom resources.
  • Place orders for supplies and ensure the timely delivery and organization of items.
• Student and Parent Interaction:
  • Handle requests from parents, guardians, and students, providing assistance or directing them to the appropriate personnel.
  • Help prepare and distribute school communications, including newsletters and notices.
  • Ensure that student forms, permissions, and emergency contacts are completed and up to date.

• Education: A high school diploma is required; additional education or training in office administration is a plus.
• Certification: None is required.
• Experience: None is required, but previous experience in office administration, school environments, or customer service is preferred.
• Skills and Knowledge: Experience using school management software or other administrative tools is preferred.
• Other: Ability to maintain a positive relationship with pupils, staff, parents, and the community.

• Reception and Communication:
  • Greet visitors, parents, and students as they enter the school, and direct them as necessary.
  • Answer and direct phone calls, respond to inquiries, and take messages when needed.
  • Handle email correspondence, relay important information to staff, and maintain effective communication channels.
• Administrative Support:
  • Assist with general office tasks, such as filing, photocopying, and faxing.
  • Maintain student records, including enrollment forms, attendance, and health information.
  • Prepare and organize school documentation, including reports, memos, and newsletters.
  • Manage and distribute mail, forms, and other important documents to appropriate staff or departments.
• Attendance Monitoring:
  • Take and maintain accurate student attendance records, following up with parents for any absences.
  • Prepare attendance reports for the principal and teachers as needed.
  • Manage late arrivals and early departures of students, ensuring they are logged correctly.
• Scheduling and Coordination:
  • Schedule appointments for the principal, teachers, and other staff members.
  • Assist in scheduling meetings, parent-teacher conferences, and other school events.
  • Coordinate the school calendar and inform staff and parents of upcoming events and deadlines.
• Support for School Staff:
  • Provide administrative assistance to teachers and school leadership, including preparation of teaching materials and classroom supplies.
  • Support the organization of staff meetings, professional development, and staff events.
  • Help with student registration, transfers, and general administrative tasks related to student enrollment.
• Inventory Management:
  • Keep track of school supplies, including office materials and classroom resources.
  • Place orders for supplies and ensure the timely delivery and organization of items.
• Student and Parent Interaction:
  • Handle requests from parents, guardians, and students, providing assistance or directing them to the appropriate personnel.
  • Help prepare and distribute school communications, including…