School Secretary Job Description

Job Summary

[Your Company Name] is seeking a highly organized and efficient School Secretary to support the administrative functions of our school. The School Secretary will serve as the first point of contact for students, parents, and visitors, managing daily office operations, facilitating communication within the school, and maintaining accurate records. The ideal candidate will have excellent communication skills, strong organizational capabilities, and a friendly demeanor.

Key Responsibilities

A. Administrative Support

• Office Management: Oversee the daily operations of the school office, ensuring efficient workflow and organization.

• Document Handling: Prepare, manage, and store documents such as correspondence, reports, memos, and emails.

• Scheduling: Manage the school calendar, including scheduling meetings, coordinating events, and maintaining appointment books for school staff.

B. Communication

• Reception: Greet and assist students, parents, and visitors, providing them with information and directing them to appropriate staff.

• Telephone and Email Management: Answer phone calls, respond to emails, and convey messages accurately and promptly to staff and faculty.

• Parent Communication: Serve as a liaison between the school and parents, relaying important information regarding school policies, events, and scheduling.

C. Record Keeping

• Student Records: Maintain accurate and up-to-date student records, including attendance, health information, and academic progress.

• Financial Records: Assist with the processing of invoices and tracking of school expenses.

• Documentation: Ensure all necessary school documentation is filed correctly and accessible.

D. Event and Meeting Coordination

• Event Planning: Assist in the planning and execution of school events such as parent-teacher conferences, assemblies, and board meetings.

• Logistical Support: Arrange facilities and equipment for school events and meetings.

E. Compliance and Confidentiality

• Policy Enforcement: Understand and enforce school policies and procedures.

• Confidentiality: Handle sensitive information with discretion and ensure that student and staff records are secure.

Qualifications

Education and Experience

• High School Diploma or Equivalent: Required.

• Associate’s Degree or Higher in Business Administration or Related Field: Preferred.

• Proven Experience as a Secretary or Administrative Assistant: Minimum of two years of experience in an administrative role, preferably in an educational setting.

Skills and Abilities

• Strong Organizational Skills: Ability to multitask, prioritize, and manage time efficiently.

• Excellent Communication Skills: Proficient in both verbal and written communication.

• Technical Proficiency: Familiarity with office machines (e.g., fax, printer, copier) and proficient in MS Office (particularly MS Word and MS Excel).

• Attention to Detail: High attention to accuracy and detail in all aspects of responsibilities.

Working Conditions

• Physical Demands: Primarily a desk job, but may require moving around the school for various tasks.

• Work Environment: Office environment within a school, interacting frequently with staff, students, and the public.

Benefits

• Healthcare: Includes health, dental, and vision insurance plans.

• Paid Time Off: Generous vacation, sick leave, and holiday schedules.

• Retirement Plan: Access to a retirement savings plan with employer contributions.

• Professional Development: Opportunities for career development and continuing education.

Application Process

Interested candidates should submit the following to [Your Company Name]:

1. Resume: A detailed resume highlighting relevant experience and qualifications.

2. Cover Letter: A cover letter expressing your interest in the role and how your skills align with the job responsibilities.

Submit Applications To:

Human Resources
[Your Company Name]
[Your Company Address]
Email: [Your Email]
Phone: [Your Company Number]

Equal Opportunity Employer

[Your Company Name] is an equal opportunity employer. We are committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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