School Secretary Job Description
Job summary 1
The School Secretary is responsible to the Supervising Principal and in their absence to the Assistant Principal. It is expected that the confidentiality of office and school functions are always maintained. Establish and maintain a positive rapport with teachers, students, and parents, which will promote a positive environment and attitude within the school and community.
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Job summary 2
A School Secretary assists the principal of the middle school by performing a wide variety of office records and communication work relating to all school functions. Assists the principal in many areas to facilitate the smooth operation of a school campus. Assists the principal in leading the school community to increase student achievement through planning and organizing a school culture focused on red carpet service, continuous improvement of processes, being courteous and tactful while interacting with all stakeholders, and effective management of operations and resources in a safe and orderly environment.
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Job summary 3
Under moderate supervision, a School Secretary provides routine clerical support for the efficient operation of the school counseling office and professional staff. Maintains current and accurate confidential student records.
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Job summary 4
The position of School Secretary is responsible to provide secretarial support such as answering phones and serving as a receptionist for a workgroup, performing word processing and data entry, maintaining files and records, and preparing materials.
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Job summary 5
A School Secretary performs clerical, secretarial, and administrative duties in support of the school or department. Provides full administrative assistance and secretarial service. Gives secretarial, informational, and emotional support to parents and students to aid in the personal, educational, and vocational development of each student.
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Job summary 6
Under the direct supervision of the principal or other school administrator, the School Secretary provides clerical, secretarial, and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.
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Job summary 7
The School Secretary performs a variety of secretarial, clerical, and related functions associated with the support of the daily operations of a school.
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Requirements & Skills 7
Job summary 8
The School Secretary performs secretarial work involving the smooth flow of correspondence and attention to administrative action matters in office operations. Work is performed by accepted standards and techniques for secretarial assignments and with strict confidentiality. Must possess high levels of accuracy in work and must be able to work well within deadlines. Excellent interpersonal communication skills are essential. Must be able to manage several projects simultaneously. Secretarial routines and practices are associated with an efficient, productive, and well-managed school.
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Job summary 9
The School Secretary provides secretarial and administrative support to the Principal; effectively and positively communicates information to the parents, staff, and other districts; performs confidential responsibilities necessary for an efficient school office; interacts with and supports students in a caring manner.
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Job summary 10
We are looking for a School Secretary to join our team.
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Frequently asked questions
What does a school secretary do?
A school secretary plays a vital role in the administrative operations of a school, providing support and assistance to staff, students, parents, and visitors. Their responsibilities often include:
Administrative Support: School secretaries handle general administrative tasks, such as answering phone calls, managing emails and correspondence, scheduling appointments and meetings, and maintaining calendars for school personnel.
Record Keeping: They maintain and organize various school records, including student attendance, enrollment data, and staff records. They ensure the accuracy and confidentiality of these records, and may assist in preparing reports and documentation as needed.
Communication and Correspondence: School secretaries act as a point of contact for communication between the school and parents, students, staff, and the wider community. They may distribute memos, newsletters, and other communications, and assist with correspondence related to school operations.
Student Services Support: They assist in managing student-related services, such as maintaining student files, updating contact information, and processing student registrations and withdrawals. They may also provide support during student enrollment periods and assist with coordinating school events and activities.
Front Desk Operations: School secretaries often manage the front desk, greeting visitors, handling inquiries, and providing general information about the school. They may also monitor the entry and exit of students, staff, and visitors, ensuring security protocols are followed.
Financial and Accounting Support: They may assist in basic financial tasks, such as processing payments, maintaining financial records, and coordinating with the school's finance department for billing and invoicing.
Supply and Inventory Management: School secretaries may be responsible for managing and ordering office supplies, textbooks, and other educational materials. They keep track of inventory levels, process purchase orders, and ensure adequate supplies are available.
Clerical Tasks: They perform various clerical duties, including typing, filing, photocopying, and organizing documents. They may also assist in preparing and distributing school-related forms, permissions slips, and other paperwork.
Database and System Management: School secretaries may be responsible for managing school databases and systems, such as student information systems, attendance systems, or school management software. They enter and update data, generate reports, and ensure the accuracy and integrity of information.
Collaboration and Team Support: They work closely with school administrators, teachers, and other staff members, providing administrative support, coordinating activities, and assisting in special projects or events as needed.
The role of a school secretary may vary depending on the school's size, grade level, and specific needs. They are often the backbone of the administrative operations, ensuring smooth communication, organization, and efficiency within the school environment.
What skills does a school secretary need?
A school secretary requires a diverse range of skills to effectively perform their duties and support the administrative operations of a school. Here are some key skills commonly associated with the role:
Communication Skills: Excellent verbal and written communication skills are essential for a school secretary. They need to effectively communicate with students, parents, staff, and visitors, both in person and through various communication channels.
Interpersonal Skills: Strong interpersonal skills help school secretaries build positive relationships with students, parents, and colleagues. They should be friendly, approachable, and able to handle sensitive or confidential information with tact and discretion.
Organizational Skills: School secretaries need exceptional organizational skills to manage various tasks, schedules, and paperwork efficiently. They must be able to prioritize tasks, multitask, and maintain attention to detail in a busy school environment.
Time Management: Effective time management skills help school secretaries meet deadlines, handle multiple tasks simultaneously, and manage their workload efficiently. They should be able to balance competing priorities and work well under pressure.
Computer and Technology Skills: Proficiency in computer skills is crucial for school secretaries. They should have knowledge of standard office software, such as word processing, spreadsheets, email, and databases. Familiarity with school management systems or student information systems is also beneficial.
Customer Service Orientation: School secretaries often serve as the first point of contact for students, parents, and visitors. They should possess strong customer service skills, demonstrating patience, empathy, and professionalism in their interactions.
Problem-Solving Abilities: School secretaries encounter various challenges and inquiries on a daily basis. They should have strong problem-solving skills to address issues efficiently, find appropriate solutions, and escalate matters when necessary.
Confidentiality and Ethical Conduct: School secretaries handle sensitive student and staff information. They must maintain strict confidentiality and adhere to ethical guidelines to protect the privacy and security of individuals' data.
Flexibility and Adaptability: The school environment can be dynamic and unpredictable. School secretaries should be flexible and adaptable to changing priorities, unexpected situations, and evolving needs within the school community.
Collaboration and Teamwork: School secretaries work as part of a team and collaborate with various stakeholders within the school. They should have strong teamwork skills, actively contributing to a positive and supportive work environment.
Continuous learning and staying updated on school policies, procedures, and relevant software applications are also essential for school secretaries to effectively carry out their responsibilities.
