School Office Main Secretary

South Bend Community School Corp•South Bend, IN

3d•Onsite

About The Position

Under the direct supervision of the principal or other school administrator, this role provides clerical, secretarial, and administrative assistance to school administrators. The School Office Main Secretary conveys information regarding school functions and procedures, supports a broad array of services for students, parents, and employees, and coordinates the work of other school clerical employees.

Requirements

Ability to describe problems and work orally or in writing to supervisor as required.
Ability to establish and maintain cooperative working relationships with others.
Ability to carry out instructions furnished in written or oral form.
Ability to add, subtract, multiply and divide, and perform arithmetic operations.
Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
Ability to problem solve job-related issues.
Ability to work with a diverse group of individuals.
Ability to process paperwork accurately according to standardized procedures.
Ability to maintain confidentiality of information regarding students, employees and others.
Organizational and time management skills.
Knowledge of office management procedures.
Graduation from high school.
Must be able to work regularly scheduled hours.
Must be able to handle stress.

Nice To Haves

Associate’s degree preferred, with coursework in business, mathematics, word processing, office procedures, and record keeping.
Bachelor’s degree preferred.
Shorthand or speed writing skills are a plus.
Prior experience in office management is preferred.

Responsibilities

Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for the principal or other school administrators.
Maintains the daily/weekly/monthly calendar of the principal.
Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events.
Maintains documents, files, and records.
Prepares purchase orders for submission to the school district's accounting/finance office.
Maintains inventories of supplies and materials.
Assists visitors to the office, including students, parents, substitute teachers, and others.
Answers telephone calls and provides information and assistance to callers.
Distributes incoming mail appropriately and sends outgoing mail.
Schedules appointments with students, parents, and teaching staff or others as requested.
Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Registers new students, ensuring forms are completed, obtaining transcripts and other documentation, and entering data into the computer system.
Responds to inquiries from students, parents, and employees, providing information, facilitating communication, and/or providing direction.
Serves as liaison with outside organizations (e.g., transportation, food service, suppliers).
Supports, guides, leads, trains, and coordinates the work of school clerical employees.
Responsible for certified and non-certified payroll.
Responsible for maintaining certified and non-certified time (timekeeper for staff).
Performs other related duties as assigned.