Campus Secretary

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school’ administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding skills

Effective organization, communication, and interpersonal skills

Ability to follow written instructions

Ability to operate multi-line phone system

Proficient word processing and file maintenance skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing.

Knowledge of basic accounting principles

Experience:

One year clerical experience in office setting

Major Responsibilities and Duties:

Records, Reports and Correspondence

1. Maintain a daily teacher attendance log and records for substitute teachers.

2. Schedule meetings and appointments and maintain calendar for principal.

3. Assist students, teachers, and parents as needed.

5. Maintain physical and computerized files including mailing lists, student records and visitors logs.

6. Prepare and process requisitions.

7. Receive, store and issue supplies and equipment.

8. Sort, distribute, or deliver mail or other documents.

9. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.

10. Distribution of report cards.

11. Assist with the scheduling of teacher conferences.

12. Prepare written correspondence, forms, schedules, or reports using personal computer.

13. Maintain school calendar of events.

14. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.

15. Coordinate grading process, including processing of scan sheets, verification and correction of grades, and printing and distribution of report cards.

16. Prepare and distribute University Interscholastic League (UIL) eligibility lists.

17. Assist counselors with enrollment, withdrawals, and transfer of students and process applicable records.

18. Assist campus administration and counselors with the preparation of reports and student data information.

19. Collect and enter attendance and PEIMS data into established database and verify accuracy of according established procedures.

20. Prepare and print reports, including attendance reports, grades, class or personnel rosters, end of semester reports, or accounting reports.

21. Maintain physical and computerized records, including student cumulative folders, progress and failure reports, class rosters, gradebooks, and schedule changes if applicable.

22. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.

23. Assist parents, students, and faculty with questions regarding student attendance.

24. Call parents to verify student absences as needed.

25. Report all attendance problems to designated administrator.

26. Maintain complete and systematic records of campus financial transactions according to established procedures and generally accepted accounting procedures.

27. Prepare and make cash deposits for activity accounts.

28. Maintain physical and computerized files and records.

29. Maintain physical and computerized files, including mailing lists, student records, visitor logs, office communication, employee roster, and phone tree.

30. Assist with the scheduling of teacher conferences.

31. Update handbooks, policy manuals, and other documents as assigned.

32. Receive, store, and issue supplies and equipment.

33. Assist with the coordination of faculty meetings and campus activities.

Reception and Phones

34. Receive incoming calls, take reliable messages, and route to appropriate staff.

35. Greet and direct campus visitors.

36. Assist parents in checking students in and out of school.

37. Assist with the receipt and distribution of student materials, including homework requests.

38. Maintain visitor log and issue visitor passes.

Other

39. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.

40. Maintain confidentiality.

41. Receive, sort, and distribute mail, messages, documents, and other deliveries.

42. Delegated nursing responsibilities supervised by an RN.

Supervisory Responsibilities:

None.

Equipment Used:

Multi-line phone system and personal computer.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Continuous sitting.