Building Secretary

TITLE: Secretary to Middle School Principal REVISED 03/28/25

LOCATION: Westlake Middle School APPROVED 04/21/25
RATE: $21.06 - $22.79 (Based on years in PSERS)

School Year - 260 Working Days

QUALIFICATIONS:

1. Advanced secretarial and computer skills, including a working knowledge of various applications.
2. High school diploma.
3. Previous secretarial experience.
4. Demonstrated ability to work in a multi-task environment.
5. Maintain good rapport with co-workers and community.
6. Maintain confidentiality of District and school business.
7. Have an interest in education and be able to work with students.
8. Such alternatives to the above as the Board may find appropriate and acceptable.

REPORTS TO: Building Principal

JOB GOAL: To establish and maintain a high standard of professionalism in the operation of projects, initiatives, and daily functions.

PERFORMANCE RESPONSIBILITIES:

1. Prepares letters, memos, reports and other communiqués for the Principal.
2. Maintains confidential information concerning professional and non-professional employees.
3. Arranges for substitute teachers through Central Office when so designated and maintains substitute records, preparing daily and other periodic reports.
4. Receives, verifies, and deposits all funds in the student activities accounts. Assists with the procedural compliance of Student Activity Accounts.
5. Determines school's needs for general and office supplies, ordering as needed.
6. Prepares purchase orders for all supplies, materials and repairs needed in school.
7. Coordinates the work of educational assistant when they are performing tasks assigned by the building principal.
8. Assumes responsibilities for student needs, including health needs when the nurse is absent from building.
9. Assists in handling telephone traffic and counter duties.
10. Operates office machines as needed.
11. Prepares letters for teachers when requested by the school principal.
12. Completes various reports, such as ethnic, attendance, payroll, bus, PIMS data, etc.
13. Takes care of all student insurance.
14. Manages registration of new students and withdrawals.
15. Coordinates records for transferring students.
16. Maintains budgetary expenditures records and prepares account reports for the principal, as requested.
17. Maintains systems for field trip and bussing requests.
18. Serves on building-wide committees, as needed, to facilitate building goals and initiatives.
19. Assists with stakeholders needs, as reported to the school (e.g., parent phone calls, volunteer clearances)
20. Assists with school visitors in accordance with secure entry protocol.
21. Assists with general school safety needs, included mandatory drills.
22. Assists students with non-academic needs, such as technology loans and requests for servicing.
23. Advances positive building culture though participation in school-wide events.
24. Assists with onboarding of new staff.
25. Maintains compliance requirements as directed by the district.
26. Assists with communication, including internal calendars and website news updates.
27. All duties associated with report cards.
28. Any other duties assigned by the Superintendent or their designee.

POSITION SPECIFICATIONS:

PHYSICAL DEMANDS:

1. Ability to sit, talk, and hear.
2. Ability to stand, walk, climb, balance, stoop, kneel, crouch, or crawl and move quickly when necessary to promote student learning and/or safety.
3. Must be able to lift and/or move up to 25 pounds. Over 25 pounds requires assistance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SENSORY ABILITY:

1. Ability to speak clearly and distinctly.
2. Auditory acuity to be able to use telephone.
3. Visual acuity to read correspondence and computer screen.

WORK ENVIRONMENT:

1. Indoor and outdoor environments.

TEMPERAMENT:

1. Ability to work as a member of a team.
2. Must be courteous.
3. Must be cooperative, congenial, service-oriented, and promote these qualities in the building.
4. Ability to work in an environment with frequent interruptions.

COGNITIVE ABILITY:

1. Ability to follow written and verbal directions.
2. Ability to demonstrate good written and verbal skills.
3. Ability to effectively present information in one-on-one and small group situations to students, staff, and other employees of the organization.
4. Ability to read, write, and do computations.
5. Ability to work independently and make work-related decisions.
6. Ability to complete assigned tasks with minimal supervision.
7. Ability to exercise good judgment in prioritizing tasks and problem-solving.
8. Ability to use correct grammar, sentence structure, and spelling.
9. Ability to communicate effectively at all organizational levels.

The information contained in this job description is for compliance with the American with Disability (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding the position and additional duties may be assigned.

TERMS OF EMPLOYMENT: Work year and salary in accordance with the General Teamsters Local Union No. 397 Collective Bargaining Agreement.

EVALUATION: Performance will be evaluated annually by the Principal or their designee.