Building Secretary Triway

Principal’s Secretary

Qualifications: Knowledge of secretarial duties and skills such as appropriate paperwork, use of office equipment and programs, ordering, meeting deadlines, operation and management of office, awareness of legal aspects of the job, handle receptionist duties, communicate effectively, maintain confidentiality, and take pride in the office appearance.

Reports to: Building Principal – works directly under the supervision of the Building Principal in conjunction with the Assistant Principal, Counselor, and Nurse.

Job Goal: To promote the safety of both students and staff by supporting a secure educational environment. Assist administrators in performing their duties, supervise office operations, facilitate the smooth inner operation of the school system, promote a positive school image, and encourage harmonious relationships between community members, parents, students, and staff.

Responsibilities:

• To promote a positive school image by courteously answering the telephone and the intercom, taking messages, and/or transferring calls, and greeting and assisting visitors.
• To create such forms, letters, and documents as may be needed or as directed to facilitate the gathering, disbursement, or processing of information.
• To supervise and/or assist in the collection and preparation of such reports and schedules as necessary for attendance, core data, school surveys, and the day-to-day operation of the school system.
• To promote harmony within the staff and between the community, staff, and the administrators. To advise the administrators, nurse, and/or counselor of situations, or developing situations, which may directly impact student safety or campus harmony.
• To supervise and assist in the early release of students through proper channels.
• To assist in the initiation and implementation of emergency procedures accordind to school directives in the event of an emergency situation.
• To assist the administrators in the event of an early dismissal by correlating and monitoring the school release process and overseeing the establishment of secure destinations for students.
• To assist in covering for the nurse in the event of her absence due to both personal and medical reasons, during lunch break, and in the event of school screenings. Administer medications and first aid.
• To assist in covering for the cafeteria clerk for the lunch shift upon her absence.
• To supervise and assist in the mailing of free and reduced meal notification letters, maintain a current list of those students eligible for free or reduced meals, maintain a comprehensive record of forms processed, date notification sent, and monthly updates of additions and deletions to the master list. Send a copy of the form to the high school if a high school student is listed on an approved form.
• Supervise and assist in the updating of inventory.
• To promote school safety by supervising and assisting in screening school visitors and phone calls pertaining to students and their release, by delivering and/or transmitting confidential information in written or verbal form as directed, and by conferring with school transportation officials.
• To supervise and assist in the enrollment process. To verify and notarize enrollment papers, peruse enrollment forms and ascertain information, assign classrooms K-6 (contact principal if placement is questionable), contact nurse, counselor, assistant principal, and principal as warranted. Contact transportation for bus assignment. Send for student’s school records. Separate forms, copy and distribute as needed. Input student data on computer, fix cum card and file cum folder in classroom group.
  
  Add new student to class lists and place forms in appropriate notebooks.
• Supervise and assist in the disbursement and collection of information forms, their copying, distribution to appropriate school personnel, compilation and verification of form receipts per student listings and in the maintenance of form logs.
• Supervise school start-up by putting away office supplies, revising forms, designating homeroom teachers on computer, printing classroom lists, verifying all students including kindergarten and other new enrollees…