JOB DESCRIPTION SCHOOL

SECRETARY/RECEPTIONIST

Purpose Statement:
The job of School Secretary/Receptionist is for the purpose/s of providing secretarial and administrative
support to the Administration; communicating information to students, parents, staff, and/or other districts;
ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of
services provided to students, parents, instructional and support employees.

Essential Functions
• Administers first aid and prescription medications to students for the purpose of providing emergency or
necessary care in accordance with district, state and federal requirements.
• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Collects fees and/or funds from student events (e.g. field trips, uniforms, ticket sales, yearbooks, dances,
fundraisers, student fee money, etc.) for the purpose of ensuring the accuracy and timely completion of
transactions.
• Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with
financial, legal and/or administrative requirements.
• Coordinates a variety of programs and/or activities for the purpose of ensuring availability of facilities
and/or equipment and delivering services in conformance to established guidelines.
• Evaluates situations (e.g. involving other staff, students, parents, the public, police, probation department,
etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolutions.
• Greets all incoming visitors for the purpose of ensuring that guests sign in/out as required.
• Maintains a variety of computerized and manual records, files, and department databases (e.g. information
packets, rosters/listings, calendars, outstanding supply orders, etc.) for the purpose of documenting activities,
providing reliable information and complying with district, state and federal requirements.
• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring
items’ availability.

• Monitors assigned department/program activities (e.g. purchase orders, office machine operations, etc.) for
the purpose of ensuring completion in compliance with established financial, legal and/or administrative
requirements.
• Orients new campus personnel regarding appropriate school and district practices (e.g. directions, building
procedures, etc.) for the purpose of effectively assimilating new personnel into campus operations.
• Oversees student workers for the purpose of developing their office skills and ensuring their understanding
of established policies and procedures.
• Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for
the purpose of providing information and/or materials as needed.
• Prepares a wide variety of reports and written materials (e.g. correspondence, agendas, minutes,
newsletters, Parent Handbooks, bulletins, programs, financial statements, annual reports, master calendar, etc.) for

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the purpose of documenting activities, providing written reference, and/or conveying information in accordance
with district, state, federal and/or administrative requirements.
• Prepares written materials (e.g. correspondence, agendas, minutes, newsletter, Parent Handbook, bulletins,
reports, bank deposits, receipts, etc.) for the purpose of documenting activities, providing written reference and/or
conveying information.
• Processes a variety of fiscal information (e.g. incoming invoices, purchase orders/requisitions, refund
requests, special payment requests, student fees, cash receipts, AR invoicing, statements, etc.) for the purpose of
updating information, transmitting information and/or complying with district, state and federal requirements.
• Processes documentation and materials (e.g. mail, supplies, registrations, collections, work orders, forms,
field trip forms, receipts, bank deposits, student database updates, requisitions, travel requests, etc.) for the purpose
of disseminating information to appropriate parties for action.
• Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students,
public agencies, etc.) for the purpose of providing information, facilitating communication among department
and/or providing direction as may be required.
• Schedules various activities (e.g. meetings, testing arrangements, assemblies, special programs, referral
appointments, etc.) for the purpose of assisting in meeting staff needs and efficiently utilizing personnel,
equipment and facilities.
• Supports Principal and other administrative personnel for the purpose of assisting with their administrative
functions.
Other Functions
• Attends meetings as assigned for the purpose of conveying and/or gathering information required to
perform functions.
• Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for
the purpose of ensuring a safe working environment and the availability of items within a specific time frame.

Job Requirements: Minimum Qualifications

SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to
meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include:
operating standard office equipment, including utilizing pertinent software applications; planning and
managing projects; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic mathematical calculations; read technical information, compose a
variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw
conclusions. Specific knowledge required to satisfactorily perform the functions of the job includes: business
telephone etiquette; accounting/bookkeeping principles; and concepts of grammar and punctuation. ABILITY
is required to schedule a number of activities, meetings, and/or events; routinely gather, collate, and/or classify
data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety
of circumstances; analyze data utilizing defined but different processes; and operate equipment using a variety
of standardized methods. Ability is also required to work with a significant diversity of individuals and/or
groups; work with data of varied types and/or purposes; and utilize job-related equipment. In working with
others, problem solving is required to identify issues and create action plans. Problem solving with data
requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate.
Specific abilities required to satisfactorily perform the functions of the job include: communicating with
diverse groups; maintaining confidentiality; multitasking; meeting deadlines and schedules; working with
frequent interruptions; setting priorities; working as part of a team; making independent decisions; and
administering immediate first aid.

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 Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods;
leading, guiding, and/or coordinating others; and maintaining a positive school image at all times.
A school secretary works in the administrative office of an elementary school, middle school, or high school,
and is responsible for performing daily clerical work. The job description of a school secretary involves
interacting with students and parents, tracking attendance records, mailing school forms, and managing the
school calendar.
Position Description
A school secretary answers the office phone and transfers calls as necessary, processes tuition payments,
maintains student records, welcomes school visitors, and handles any day-to-day clerical needs required by
the school.
Essential Duties and Responsibilities of a School Secretary

 Answer telephone and addresses caller questions and concerns.

 Transfers calls to proper individual and/or department as needed.
 Mails student report cards, school brochures, and other necessary forms.
 Welcomes visitors to the school and provides directions around the building as needed.
 Types up and contributes to school bulletin or newsletter.
 Assists in designing and drawing up promotional and informational materials for parents.
 Provides students with tardy slips.
 Maintains records of student absences.
 Accepts and processes tuition and school lunch payments from parents.
 Makes bank deposits.
 Sorts and distributes mail delivered to school office.
 Contacts parents in the event of student illness or behavioral issues.
 Maintains student records and files.
 Uses computer database or filing system to update records as necessary.
 Manages and updates school calendar.
 Provides administrative support to principal or other upper level administrator as needed.
 Takes dictation and transcribes documents.
 Attends office meetings and takes minutes.
 Distributes paychecks to school staff.

Required Knowledge, Skills and Abilities

 Demonstrates strong interpersonal skills.

 Maintains professional and friendly demeanor.
 Possesses excellent organizational skills.
 Is capable of managing time efficiently.
 Demonstrate ability to multi-task effectively.
 Works well with a variety of students, administrators, and parents.
 Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
 Possesses basic computer skills and knowledge of word processing programs.
 Is familiar with budget and publishing software such as Quicken and Adobe.
 Demonstrates ability to think creatively.
 Demonstrates strong writing and editing abilities.
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 Possesses excellent telephone etiquette.
 Communicates clearly and effectively.
 Is capable of handling confidential student records in a responsible fashion.
 Demonstrates familiarity with basic office equipment such as multi-line phones, fax machines, and scanners.

 Provide clerical and administrative support to the principal, vice principal and teaching staff as directed
 Ensure that the school operates in a consistently organized manner every day
 Act as liaison between the community, the school and other internal and external stakeholders
 Coordinate appropriate documents for communication with the district office
 Maintain all recordkeeping for students and staff
 Maintain student and staff confidentiality in all circumstances
 Track attendance and absences; use reporting software and generate reports for internal and external use
 Communicate effectively with a variety of district and community officials
 Manage multi-line phone systems and public address systems
 Perform payroll, benefit, petty cash and school funds transactions and recordkeeping, data entry, reconcile
payroll and benefits liabilities accounts, etc.
 Perform general office duties such as answering telephone inquiries, filing, mail, spreadsheets and journal
entries on a daily basis
 Provide services for teachers, administrators and students like typing, proofreading, editing, processing daily
mail
 Maintain the integrity of information systems, databases, and office files
 Coordinate internal and external meetings appointments, events, workshops, seminars and special events
 Purchase departmental resources like materials, computers hardware, software and office equipment

High School Secretary Job Duties

Much like their elementary school counterpart, the high school secretary performs a diverse set of tasks under the
pressure of timelines and confidentiality. Jobs do vary depending on the size of the school, but generally, high
school secretaries:

 Provide clerical and administrative support to the principal, vice principal; support teaching staff as policy
directs
 Ensure that the school operates in a consistently organized manner every day
 Act as liaison between the community, the school and other internal and external stakeholders
 Maintain and oversee all recordkeeping for students and staff
 Act as first point-of-contact to callers, relay messages, and transfer calls as appropriate
 Arrange conferences, meetings, and travel reservations for administrative personnel both using school
resources and out-of-school arrangements
 Complete forms in accordance with school and district procedures, following education legislation
 Compose, type, and distribute staff and department meeting notes, routine correspondence
 Generate and distribute reports as appropriate
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 Handle visitor inquiries, and direct them to the appropriate person according to their needs
 Locate and attach appropriate files to incoming correspondence requiring replies.
 Open, read, route, and distribute incoming mail and other material and prepare answers to routine letters
 Set up and maintain paper and electronic filing systems for records, correspondence and other material
 Collect and disburse funds from cash accounts; keep accurate records of collections and disbursements
 Record attendance and absences; make phone calls as appropriate
 Establish work procedures and schedules, and manage workflow of other clerical staff members; manage
projects from a clerical perspective, and contribute to committee and team work
 Order, track and dispense supplies
 Review work done by others ensure that school formatting and content policies are followed; revise as
necessary

COMPETENCIES:
• Strong interpersonal and communication skills
• Mature, empathetic and professional in dealing with students and parents
• Independent self-starter with attention to detail
• Possesses integrity and ability to maintain accurate and confidential records
• Able to collaborate with and motivate others
• Flexible and accepts change
• Excellent typing and computer skills
• Ability to multi-task
• Amicable

PRIMARY RESPONSIBILITIES:
1. Perform all private/confidential secretarial filing and reception work for the High
School Office
2. Answer questions from and act as liaison between the Principal or High School
Coordinator and other employees, students and parents
3. Compose routine correspondence
4. Input information into and monitor the Admin+ and PowerSchool data bases
5. Handle general office typing
6. Identify and prioritize critical activities and manage work schedule to accomplish
tasks
7. Proof read written correspondence for errors or omissions to ensure accuracy,
completeness, neatness and professionalism
8. Ensure all details of a task are completed
9. Maintain e-mail group lists for parents and staff

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10. Communicate and relay information clearly and concisely, both orally and in
writing, to the High School Principal and other staff members
11. Manage Principal’s calendar by making appointments and organizing various
meetings as requested
12. Attend meetings and keep Minutes as requested
13. Follow up to ensure that all agreed actions from meetings are completed
timeously
14. Establish and maintain effective working relationships with other school staff
members, and contribute to a general Team well being
15. Research, compile and prepare administrative and clerical reports,
presentations and documents using MS Word, PowerPoint or Excel
16. Establish new routines and procedures within prescribed limits, and develop
recommendations regarding other changes as necessary
17. Control and check leave applications for staff and process forms through the
Human Resources Office
18. Assist with organizing various school functions and events
19. Prepare, correlate and monitor requisitions and signatures for procurement and
ISS purchases
20. Compile, monitor and maintain a variety of financial and statistical records and
accounts related to school activities
21. Independently plan and manage maintenance and report preparation
22. Prepare payment requisitions for processing payment of invoices and
reimbursements for high school staff members in accordance with standard
procedures in the Business Office
23. Arrange substitutes for teachers who are absent or on leave
24. Assist teachers with maintenance requests
25. Adjust work schedule assignments to meet changing work priorities
26. Liaise with Activities Coordinator to make travel arrangements for staff and
students
27. Assist in all emergency drills or actual events
28. Complete other duties as assigned by the High School Principal or High School
Coordinator

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