Front Office Secretary

Front Office Secretary

You are the first point of contact for families, students, staff, and visitors at IMSA West. In this role, you provide comprehensive front office and administrative support to ensure smooth daily operations, accurate records, and a warm, professional, and organized environment for the school community.

Duties and Responsibilities

• Front Desk and Visitor Management: Greet visitors warmly, manage check-in and check-out, direct them to the appropriate staff or meeting rooms, and ensure all visitors wear a visitor pass.
• Communications: Answer incoming phone calls, respond professionally to caller inquiries, redirect calls as needed, and manage voice messages and correspondence for IMSA West.
• Family Engagement: Serve as a friendly, professional point of contact for families and visitors; direct enrollment and registration inquiries to the appropriate staff member, and support family onboarding, orientation, and ongoing communication throughout the year.
• Attendance: Process daily attendance, enter data accurately in PowerSchool, and support attendance follow-up procedures.
• Mail and Deliveries: Sort, distribute, and process incoming and outgoing mail and packages.
• Scheduling and Calendaring: Maintain and manage conference room calendars, schedule meetings, and coordinate appointments.
• Administrative Support: Perform data entry, filing (digital and physical), document preparation (memos, reports), and basic bookkeeping tasks.
• Fee and Payment Collection: Collect and process payments from families (e.g., field trips, pre-K/afterschool fees, and other school fees), and accurately record transactions in PowerSchool.
• Office Management: Monitor and order office supplies, maintain inventory, and ensure the reception area is tidy and stocked.
• Support for Staff: Assist other departments with clerical duties, meeting setup, and event support as needed.
• Student Support and Safety: Support daily student needs such as late arrivals, early dismissals, minor injuries, non-medical aspects of medication procedures, and basic supervision; monitor student movement in and out of the office to maintain safety and accountability.
• Interpretation: Provide Spanish interpretation and translation support for families as needed.
• Participate in staff meetings, trainings, and professional development as required.
• Maintain confidentiality of student and family information at all times.
• Perform any other duties as needed to support the academic year.

Skills and Qualifications

• High School Diploma or equivalent required; associate degree preferred.
• Excellent verbal and written communication skills.
• Bilingual fluency in English and Spanish preferred.
• Proficiency with email, basic office software, and PowerSchool student information systems (training provided).
• Strong interpersonal skills: warm, professional demeanor with a focus on customer service.
• Attention to detail: accurate data entry and file management.
• Prior experience in a school office, customer service, or administrative role preferred.
• Ability to handle confidential information and maintain a calm demeanor under pressure.
• Must complete and clear all Indiana background check requirements for school personnel.