School Secretary

Position Description

A school secretary answers the office phone and transfers calls as necessary, maintains student records, welcomes school visitors, and handles any day-to-day clerical needs required by the school.

Essential Duties and Responsibilities

• 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.
• Sorts and distributes mail delivered to school office.
• Contacts parents in the event of student illness.
• 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.
• Filling of documents.

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 ICT
• Demonstrates ability to think creatively.
• Demonstrates strong writing and editing abilities.
• 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 and scanners.

Education and Experience

• High school diploma or equivalent.
• Bachelor’s Degree in the related field is recommended.
• Previous experience as a school secretary or related administrative role.
• Proficiency with Microsoft (MS) office suite and other software programs.

Work Environment

• The majority of working hours will be spent in an office setting.
• Light physical activity such as walking and standing, is required on a daily basis.