JOB DESCRIPTION

 

TITLE:   SCHOOL SECRETARY (School Term)

 

REPORTS TO:  PRINCIPALS AND ASSISTANT PRINCIPALS

 

JOB GOAL:  TO OPERATE THE SCHOOL OFFICE IN A FRIENDLY, SYSTEMATIC, ORDERLY, BUSINESS-LIKE MANNER.

 

PERFORMANCE RESPONSIBILITIES:

 

  1. The secondary school secretary will adhere to all local, state, and federal regulations.
  2. They will adhere to all rules and regulations set forth by the Poplar Bluff Board of Education.
  3. The secondary school secretary is under the direct supervision of the building principal and the

                assistant principal.

  1. Typing skills are required.
  2. Must be able to the shorthand if required by the principal.
  3. Must be able to keep an accurate set of books of the schools activity fund, indicating all receipts and expenditures.
  4. Must operate all office equipment.
  5. Have the ability to meet the public in a friendly, courteous manner.
  6. Must be literate in the operation of computers.

 

JOB DUTIES AND RESPONSIBILITIES

 

  1. Responsible for official correspondence of the school.
  2. Transcribe student records to the permanent record.
  3. Keep an accurate file of correspondence, inventories and school records.
  4. Train and supervise office assistants.
  5. Work closely with counselors to secure schedule changes.
  6. Responsible for maintaining permanent records on all students.
  7. Preparation of transcripts for students entering college at semester and end of year.
  8. Help assistant principals with discipline and attendance correspondence.
  9. Type correspondence and file.
  10. Greet visitors.
  11. Assist teachers in numerous ways.
  12. Assist principals in contacting absentees.
  13. Answer incoming phone calls.
  14. Make appointments for principal.
  15. Make appointments for assistant principal.
  16. Give messages to students.
  17. Give messages to teachers and other personnel.
  18. Act as school treasurer, accounting for all funds pertaining to the school and students, under

                the supervision of the principals.

  1. Conduct the business of the office when the principal is supervising teaching personnel.
  2. Greeting parents
  3. Greeting salesmen and solicitors
  4. Make requests to the Central Office or warehouse for teaching and maintenance supplies.
  5. Call maintenance office for needed repairs.
  6. Prepare transcripts of students on the active roll who transfer to other schools and send for

                transcripts of new students.

  1. Prepare monthly and yearly attendance reports.

20           See that classified personnel time sheets are sent to business office.

  1. Prepare purchase orders and requisitions when required.
  2. File and keep all student records current and accurate.
  3. Keep accurate and up-to-date schedules on all students and drops.
  4. Keep accurate list of absent students.
  5. Assist in making annual reports for North Central Association, if required.

                                                                                                                                CL – SEC - 17

 

  1. Accept and record all sales, receipts and deposits in bank.
  2. Check on students who become ill when nurse is not available and call their parents for

                permission for students to leave and return home.

  1. File claims for school insurance.
  2. Responsible for checking in all items received, delivering to teachers and notifying central

                office to pay purchase orders.

  1. Maintain an accurate file of all business matters pertaining to the office.
  2. Will be responsible for any other duties assigned by principals or assistant principals.

 

Essential Functions of the Job         

 

  1. Must be able to lift and carry boxes of paper or equipment that can weigh approximately

                20 pounds.

  1. Must be able to climb and work from ladders, step stools and climb stairs.
  2. Must have dexterous use of both hands so as to be able to operate computers, typewriters

                and other related office equipment.

  1. Must be able to communicate clearly with teachers, students, administrators, other staff

                members and the public both orally and written communication.

  1. Must be able to read and understand written orders and instructions.
  2. Must be able to understand and follow-up on oral and telephone delivered orders and

                instructions to perform the various tasks assigned.