Principal secretary job description

Primary Function: To provide secretarial support to principal performing detailed and routine task of the school office in a confidential manner.
Essential Job Duties and Responsibilities

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

* Provides secretarial support to all areas of the school office with primary emphasis on the clerical operational task for the principal.
* Acts as liaison for the principal with administration, staff, students, parents and others.
* Communicates and interacts with and assists administration, staff, students, parents and the public to gather, collect and provide information.
* Enters, retrieves, uses and maintains informational databases.
* Receives, reviews, records, reports and verifies employee leave and attendance data.
* Prepares purchase orders and requisitions for supplies, equipment and materials.
* Plans and organizes work and works independently with minimal supervision;
* Prepares correspondence, reports and other documents as directed.
* Arranges meetings and maintains administrators schedule and appointments
* Types, files, answer phones, record messages, assists visitors and callers and provide other secretarial duties as assigned.

Other Job Duties

* May provide training and assistance to other office staff.
* Participates in training and professional development activities to enhance performance.

Minimum Qualifications:

High school diploma or GED with secretarial skills and experience required. Experience working in schools preferred. Possesses good judgment and the ability to work with little supervision. Highly skilled with PC office and other software. Excellent oral and written communication skills, visual acuity, manipulative dexterity and the ability to hear and read are required to perform essential tasks. Must possess the temperament to relate with adults exhibiting a wide range of emotions and have the physical ability to perform the essential duties.

Physical, Sensory Ability and Work Environment Conditions:

* Employee works primarily in a climate controlled office environment except when traveling to other buildings, meetings, training locations and other areas. Tasks are regularly performed with potential exposure to office environmental conditions, such as controlled temperature and equipment noise extremes.
* Employee performs task involving the regular and, at times, sustained performance of minimally physically demanding work, typically involving some combination of extended sitting, walking, repetitive motions to routinely and intermittently operate a computer, use of hands and fingers to handle or feel objects or controls, stooping, kneeling, crouching, and reaching to access files or supplies, and that may involve the lifting, carrying, or pulling of moderately light objects and materials of 10-15 pounds.
* Frequent access to and interaction with students. May be exposed to childhood illnesses.
* Uses varied office equipment including, computers, monitors, copiers, calculators. May use audio and video equipment.
* Most tasks require the ability to hear, visual perception and discrimination, and oral communication ability.
* Must have visual acuity to read documents, computer screens to complete task.
* Ability to perform addition and subtraction, multiplication, division and other simple mathematical calculations and arrange, compare, count, differentiate, measure and/or sort data and/or information accurately.
* Ability to establish and maintain effective working and cooperative relationships with others.
* Ability to carry out instructions furnished in written, oral, or diagrammatic form that involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
* Ability to exercise judgment, discretion, decisiveness and creativity in situations involving a variety of information against sensory, judgment, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
* Ability to read and interpret documents such procedure manuals; ability to write routine reports and correspondence; and the ability to speak and exchange information effectively to one or more people.

Terms of Employment: In accordance with the MNESPA Agreement

Secretarial/Clerical/Secretary (school year only)


Date Posted:

9/30/2022


Location:

Prescott Elementary SchoolHourly rate: $18.14
221 days, plus 8 holidays for a total of 229 contract days
8.0 hours/day (7:30 a.m. - 4:00 p.m.)

JOB GOAL:
The mission of the Dubuque Community School secretaries is to provide professional support to the educational team thereby enhancing the learning process and high student achievement.

BASIC FUNCTION:
Assist the principal, school community (staff, students, parents, support staff) and the public community in providing a smooth and efficient operation of the school to enhance a positive learning environment for students.

POSITIVE RESPONSIBILITIES:
1. Provide support and assistance to students, staff, and community including parents and school/business partners, AEA, and area agencies.
2. Model exemplary human relations skills (including empathy, humor, patience, problem solving, and resourcefulness) with our learning community.
3. Model multi-cultural non-sexist policies and procedures.
4. Brainstorm/implement initiatives to improve the school culture.
5. Participate in action teams and staff meetings.
6. Facilitate registration day set up and operation and e-registration /first day parent teacher conferences/schedules.
7. Support the school and District in carrying out its directives. Maintain confidentiality in all issues relating to staff and students.
8. Word process communications, awards, handbooks, brochures, Comprehensive School Improvement Plan and other pertinent documents.
9. Facilitate newsletters and other announcements to learning community.
10. Proofread communications and publications.
11. Word process confidential evaluations and/or confidential/sensitive documents.
12. Maintain student and staff files; includes Infinite Campus
13. Oversee budget, funds and finance records (daily, weekly, monthly, and yearly).
14. Maintain supply and equipment inventories.
15. Telephone responsibilities for students and staff.
16. Design/implement database, word processing, and spreadsheet templates.
17. Design/implement database files for publication.
18. Knowledge of automated lunch program and publication.
19. Coordinate daily absences, record keeping, family communication and attendance and tardy policies.
20. Knowledge of office technology: computer, printers, copiers (including service agreements and pin numbers), intercom, security system, bells, telephones, and paging system.
21. Problem solve and process repair of equipment.
22. Maintain school calendar and collaborate with Buildings and Grounds, Leisure Services, and area organizations.
23. Facilitate invoices, purchase orders, and requisitions through IVisions.
24. Collaborate with Transportation Department to coordinate students and staff bussing needs.
25. Working knowledge of the Aesop System.
26. Utilize school accounting system according to DCSD guidelines.
27. Review and submit bi-weekly and monthly time and attendance to Payroll Department in a timely and accurate manner. Reconcile reports from attendance in Aesop and TimeClock Plus.
28. Collect and process student fees and fines through InTouch receipting.
29. Collaborate with health/clerical paraprofessional.
30. Perform all other duties as assigned.

Responsibilities:
? School representative
? Continuous school operation
? Communication
? Professional behavior and dress
? Confidentiality
? Sensitivity
? Multi-cultural, non-sexist
? Budget, funds and finances
? Invoicing, purchase orders, and requisitions
? Students, staff, and community collaboration (including school/business partners)
? Forum collaboration
? Handle multiple tasks simultaneously in an efficient manner
? Loyalty to organization