Secretary to the Principal

Bethel School District 403•Spanaway, WA

3d•Onsite

About The Position

The Secretary to the Principal coordinates school office activities and provides secretarial support to the school principal. The position promotes positive public relations, provides services to students, staff, and the public, and maintains a wide range of administrative, student, financial, and payroll records. The role may also coordinate office support staff, student assistants, and volunteers, and provide building and program services that support a positive learning and teaching environment. This position is 8 hours per day for 205 days per year. It is classified secretarial/clerical work at a high-needs elementary school. The position reports to the school principal and provides guidance to office support staff. The stated pay is $30.77 at PSE Salary Schedule Level 10. The work involves frequent interruptions, shifting priorities, and interaction with distraught or difficult parents and students. It requires concentration and attention to detail. Physical demands include prolonged use of a visual display terminal, dexterity and precision when operating a computer, and possible exposure to ordinary infections carried by students.

Requirements

Successful experience as a head building secretary or office manager is required.
Ability to communicate effectively with students, staff, and the public.
Effective customer service and public relations skills.
Knowledge of secretarial and general bookkeeping procedures.
Ability to maintain accounting ledgers.
High-level keyboarding and data-entry skills.
Skill in operating a variety of office machines and ability to operate a computer and learn specific software programs.
Correct grammar, spelling, and English usage; ability to proofread and make corrections.
Ability to perform arithmetic calculations, transcribe machine dictation, and compose and format correspondence.
Ability to establish and maintain accurate files and records, organize work, and set priorities.
Ability to maintain confidentiality.
Office coordination skills, including the ability to train, assign, and review the work of others.
Ability to establish and maintain effective working relationships with students, parents, staff, and the public.
Fingerprinting and a background check to determine that there have been no convictions involving physical molestation, abuse, injury, or neglect of a minor.
Must complete training in and adhere to the district infection control plan.

Nice To Haves

Experience dealing with school-age children is preferred.
Training in voter registration may be required.
The district may accept substitutions for the stated qualifications when candidates demonstrate strong clerical skills or provide other alternatives the district finds appropriate and acceptable.

Responsibilities

Greet students, parents, staff, and the public; respond to telephone and in-person inquiries; and promote positive district public relations.
Maintain detailed program, budget, student count, enrollment, attendance, and other administrative records; compile data, perform calculations, and prepare reports.
Prepare and process requisitions and purchase orders for the school and Associated Student Body program; order, process, stock, and distribute supplies and equipment; maintain accounting books; track expenditures; prepare budget reports; and process invoices and payment orders.
Serve as secretary to the building principal by composing, formatting, and typing correspondence and other materials; duplicating and distributing documents; screening calls; maintaining the appointment calendar; scheduling meetings; and opening and routing mail. May sign on behalf of an administrator and may take and transcribe dictation.
Maintain and report payroll records for building staff.
Perform specialized administrative functions such as enrolling and withdrawing students, maintaining attendance records, contacting parents, coordinating graduation, serving as a voting registrar, and providing other administrative support.
Coordinate the work of school office personnel, student assistants, and volunteers; provide training and guidance; and assign and review work.
Track deadlines to ensure reports and responses are completed and filed on time.
Make non-instructional decisions as needed during the principal’s absence and promote effective relations with parents and the public.
Greet and orient substitutes to the building and provide keys and other assistance as needed.
Provide building and program services that contribute to a positive learning and teaching environment.
Provide secretarial assistance to other administrators, teachers, specialists, and parent volunteers as time permits.
May provide first aid to ill or injured students and assess the need for emergency assistance or parental contact.
May supervise students in the office, monitor behavior, listen to student confidences, and refer problems to appropriate school personnel.
May serve on district committees or departmental work teams; model appropriate, cooperative conduct and protect confidential information.
Perform related duties consistent with the scope and intent of the position.