Secretary to the Principal - Pioneer Elementary School

Purpose Statement The job of Secretary to the Principal (Elementary) is done for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.
Incumbent is responsible for interacting with all aspects of the school community and the school system.
This job reports to Principal and is 10 months out of the year Essential Functions Compiles data from a wide variety of sources (e.
g.
student information, time sheets, calendars, expenditures/budget, Internet research, etc.
) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.
Coordinates a wide variety of projects, functions and/or program components (e.
g.
meetings, in-service events, travel and accommodations, schedules, calendars, open house, substitute teachers, paras, Website, emergency procedures building keys distribution, etc.
) for the purpose of completing site processes and delivering services in a timely fashion.
Maintains a wide variety of manual and electronic documents files and records (e.
g.
budget data, employee records, financial records, reports, etc.
) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Maintains school financial accounts and is responsible for school funds received from a variety of sources (e.
g.
receives and deposits monies into appropriate accounts, verifies billings and requests checks for payment, tracks all financial activity, prepares reports, etc.
) for the purpose of executing general accounting functions for school-based budget.
Monitors a wide variety of activities on behalf of the Principal and/or other school personnel (e.
g.
program components including Title I, meeting arrangements, account balances, work order status, fire drills, etc.
) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
Monitors students referred for illness, injury or disciplinary action (e.
g.
providing medication, providing minor medical attention as required, etc.
) for the purpose of ensuring student welfare and maintaining a secure office environment.
Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion or necessary processes, within established guidelines.
Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.
g.
letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, observations, evaluations, required State reports, etc.
) for the purpose of documenting activities, providing written reference, and conveying information.
Presents information on administrative procedures (e.
g.
department/program policies, submission procedures, etc.
) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
Processes a wide variety of documents and materials (e.
g.
time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.
) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
Procures supplies, materials, and equipment (e.
g.
office and instructional supplies and equipment, fund- raiser raffle tickets, school picture vendor, etc.
) for the purpose of maintaining availability of required inventory and vendor products.
Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
Researches a variety of topics (e.
g.
current practices, policies, education codes, etc.
) for the purpose of providing accurate and up-to-date information to the school administrator for addressing a variety of administrative requirements.
Responds to a wide variety of inquiries from internal and external parties (e.
g.
staff, parents, students, public agencies, all building visitors, etc.
) for the purpose of providing information, facilitating communication among parties and providing direction.
Schedules a wide variety of activities (e.
g.
appointments, meetings, travel reservations/accommodations, facility usage, etc.
) for the purpose of making necessary arrangements for assigned administrator.
Supports assigned administrative personnel (e.
g.
maintains employee evaluation systems records, monitors related documentation, manages and processes payroll, monitors leave requests and substitute teacher assignments, processes confidential documents, etc.
) for the purpose of providing assistance with their functions and responsibilities.
Other Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions.
Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; and performing office budgetary, payroll, purchasing, and related administrative activities; coordinating the orderly flow of work documents within an office; gathering and compiling information for statistical reports; composing correspondence; and operating personal computers and related office equipment.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.
Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines.
ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment.
Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods.
Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment.
Problem solving is required to identify issues and create action plans.
Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited.
Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; and building positive relationships with staff, parents, and students.
Responsibility Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures.
Utilization of some resources from other work units is often required to perform the job's functions.
There is a continual opportunity to impact the organization’s services.
Work Environment The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
Generally the job requires 80% sitting, 10% walking, and 10% standing.
The job is performed under conditions with some exposure to risk of injury and/or illness.
Experience Job related experience with increasing levels of responsibility is required Education Targeted, job related education with study in job-related area Clearances Criminal Background Clearance FLSA Status Non Exempt Salary Grade SN on Support Staff Wage Schedule