Willard Middle School Secretary Position
: Job Details :

Position Type: Clerical/Secretary - 10 monthsDate Posted: 9/27/2024Location: Middle SchoolPosition: Secondary Attendance and Accounts Payable Secretary Qualifications:

Education level: High School Diploma or equivalent (GED), Associates degree preferred

Certification: None

Experience Desired: Minimum of 3 years experience in secretary and/or customer service role

Other Requirement: Must be able to type at an acceptable rate with good grammatical structure, promote a welcoming environment to the office by modeling a positive demeanor to students, staff and visiting public, be proficient in the use of phone, internet, email, Microsoft Office and Google applications, must maintain confidentiality in all matters, be self-directed and detail-oriented,, have the ability to produce documents accurately and efficiently, be quick to learn new software programs, formulate positive relationships with students, staff, parents and community patrons, demonstrate trustworthiness, honesty and loyalty, also demonstrate a strong work ethic with superior work attendance history and possess strong interpersonal skills and flexibility to build relationships in two locations.

General Summary: Building secretaries act as gatekeepers for the building. They screen, manage and troubleshoot the foot traffic in their building to ensure the safety of their students and staff. They provide assistance to the building administrator as well as building employees. Deadlines dictate priorities which contribute to a fast paced environment at times. In this position distractions are inevitable. It is important to be flexible, detail oriented and maintain strong organizational skills. It is equally important to be goal driven and maintain a high level of professionalism while adhering to Board policy. Performance Responsibilities:

Assist Guidance secretary with preparing new student registration

Assist District Office and Core Data Personnel with data entry appropriate for building

Make contact with parents regarding student absences

Manage and monitor student attendance including tardies and early dismissals

Track and record student discipline

Maintain accuracy of student information throughout the year, including informing District office of family demographic changes

Manage and monitor visitors in building

Answer multiple phone lines and serve as message center for all staff, parents, patrons and vendors. Direct information appropriately

Collect, count and distribute money as necessary. Prepare building bank deposits as needed

Assist building principal with organizing and coordinating building events, special projects and fundraisers

Maintain building keys and check out procedures

Assist with preparing and directing phone tree procedures

Assist food service personnel with parent contact regarding student lunch account balances

Assist building nurse in managing student visits if needed

Process requests for purchase orders. Assist staff and building administrator in ordering materials and supplies

Prepare invoices for payment. Reconcile building purchases with vendors

Manage and reconcile building budgets and student activity accounts

Assist in compiling annual building inventory

Track and assist staff with end of year check out procedures

Manage employee leave via HR Portal and provide substitute and leave information to Human Resources and Payroll as needed

Assist building principal with obtaining substitutes for building

Maintain petty cash in accordance with Board policy

Process first class and inter-school mail and distribute to staff accordingly

Assist building administrator with disseminating information via physical or electronic mail

Prepare and make verbal announcements as needed

Assist with other duties as assigned