Principal's Secretary

Location:

Village High School

Recruiting Start Date:

05/16/2025

Estimated Start Date:

08/01/2025

The Principal's Secretary provides full administrative assistance and secretarial service to the principal and/or assistant principal of an elementary or middle school.

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

• Reports consistently for work as scheduled

• Performs other duties as assigned

• Attains proficient or higher evaluations on established Performance Standards

• Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate; greets visitors to building courteously, determines their needs, and provides information or directions

• Arranges all announcements and paging on the intercom system

• Assists in the daily activities of the general ledger accounting, including but not limited to, preparing and inputting journal entries, budget transfers, and bank reconciliations

• Assists students as needed

• Calls for guest staff teachers or classified staff as necessary

• Composes, performs, and types routine correspondence and reports and updates lists

• Confirms appointments and meetings

• Develops and maintains required reports

• Interprets and explains district rules, regulations, and procedures to the public

• Keeps lost and found items and arranges for disbursement

• Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, addresses, telephone numbers, immunization history, correspondence, etc.

• Maintains an attractive and comfortable reception area

• Maintains and/or prepares payroll records for guest and regular staff, including completing guest staff pay receipts, accounting for staff absences, and providing payroll records to Business Services

• Maintains calendars for school use, may include master calendar, schedule of building use, and administrator’s calendar

• Maintains current information on staff, including employment data, FTE, salary/benefits, and/or source of funding

• Maintains inventory of office supplies; orders and stocks materials and supplies as necessary

• Maintains responsibility for the clerical operations of a departmental office

• Maintains various databases, reports, and office filing systems

• Makes deposits in school checking account

• Manages school petty cash fund

• Opens, sorts, and distributes incoming mail, and/or prepares outgoing mail as required

• Performs a variety of bookkeeping procedures within the department and tracks various district accounts and contracts; reconciles accounts and records; maintains/prepares budget records and summaries

• Performs a variety of duties using various types of office equipment

• Performs duties assigned with departmental budget

• Prepares and processes reports which require research, computation, and compilation

• Prepares reports as required, including payroll reports, state and federal reports, and staff absence reports, etc.

• Processes and inputs data for student registration

• Processes purchase orders and requisitions as required, tracks orders as received, and maintains records of purchases

• Processes purchase requisitions for office equipment, maintenance needs, staff expenses, and office supplies

• Provides back up assistance to other office staff

• Records information of all school accidents and files or forwards accordingly

• Researches, compiles, and dispenses information to citizens, businesses, and other district agencies regarding district transactions

• Responsible for accounts receivable and bank statement reconciliation

• Responsible for generating budget reports at the end of each month

• Reviews time sheets on periodic basis, and maintains staff leave, vacation, and flex time for each staff member

• Schedules/coordinates travel arrangements/field trips

• Sets up, files, and sorts a variety of documents, to include sensitive and confidential information

• Takes dictation for official meetings, prepares minutes, and handles confidential or sensitive documents and correspondence

• Trac