School Secretary

Pinon Unified School District•Pinon, AZ

About The Position

Performs a variety of secretarial and administrative support duties for the school, including preparing correspondence, memoranda, reports, and other written materials; monitoring the Principal’s calendar and scheduling appointments; handling mail; and scheduling school meetings and activities. The role also supports meeting and travel arrangements, including preparing itineraries, reserving rooms, completing registrations, and arranging travel authorizations. The School Secretary welcomes visitors, screens telephone calls, refers inquiries to appropriate employees, and provides information about general school policies and procedures. The position monitors equipment use and supply inventory, orders supplies or arranges equipment repairs and printing services as needed, and processes administrative travel, meals, and teacher-supply information for submission to the Business Office. The role maintains filing systems and correspondence, checks outgoing documents for format, grammar, punctuation, and typographical errors, and writes routine, nontechnical letters. It keeps current with procedural requirements, supports clerical workflows, and maintains information used for budgets and Governing Board meetings. The Secretary prepares attendance and student-accident reports, enters student disciplinary data through PowerSchool for the Arizona Department of Education, and assists the Principal with timekeeping and substitute-management systems. The position also provides administrative and clerical assistance to staff and performs other duties as assigned.

Requirements

High school diploma or equivalent GED; alternatively, an associate degree or a combination of experience and education.
Two years of progressive and responsible secretarial or administrative support experience, preferably in a school setting, or an associate degree or a combination of experience and education.
Proficiency with Word, Excel, PowerPoint, and similar software needed to perform the duties.
Ability to promote positive and effective interpersonal relationships within the school, departments, and general public.
Ability to communicate courteously and professionally, orally and in writing, with students, parents, employees, and the general public.
Ability to work amid frequent interruptions, quickly changing priorities, and occasionally limited directions.
Ability to maintain strict confidentiality regarding work and records.
Proven successful employment record.

Responsibilities

Prepare correspondence, memoranda, reports, and other written materials.
Monitor the Principal’s calendar, schedule appointments, and handle incoming and outgoing mail.
Schedule school meetings and activities; develop meeting information, prepare travel itineraries, reserve rooms, register participants, and arrange travel authorizations.
Receive visitors and screen telephone calls, determine the nature of inquiries, refer people to appropriate employees, and explain general school policies and procedures.
Monitor equipment use and supply inventory; order office or school supplies and arrange equipment repairs or printing services as needed.
Process information related to administrator travel, meals, and teacher supplies for submission to the Business Office after review by the Principal’s Office.
Maintain filing systems and control incoming correspondence; review outgoing correspondence and reports for format, grammar, punctuation, and typographical errors; write routine, nontechnical letters.
Keep current with procedural requirements, including staff travel and student-trip procedures; maintain information for budget purposes or Governing Board meetings; organize clerical workflows in the office and subordinate offices.
Prepare attendance and student-accident reports and enter student disciplinary data through PowerSchool for the Arizona Department of Education.
Assist the Principal by functioning as an editor in Time Clock Plus for classified personnel; verify timesheets, print them, obtain signatures and approvals, and submit them to Payroll.
Maintain and monitor AESOP for teacher leave requests and substitute assignments; ensure leave forms are completed, signed, and submitted to Payroll; call substitutes when needed.
Provide administrative and clerical services to staff as requested.
Perform other duties as assigned.