Principal Secretary

Job Summary:

The Principal's Secretary is responsible for assisting and supporting the Building Principal by being accountable for the general function of the school office. The Principal's secretary is responsible for ensuring that the office is supporting the mission of the district, fulfilling the requirements of the building and running as efficiently as possible. The principal's secretary must be level-headed to handle emergencies that arise and must have a strong command of the English language allowing the ability to communicate effectively with people from multiple age groups and backgrounds. The Principal Secretary must also be able to understand a variety of materials, including safety manuals, building procedures, equipment operating instructions and a variety of computer software. This job is a leadership role in the office, a resource for staff and students, and a liaison for parents/guardians and the community.

Essential Functions:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ensure compliance with safety, legal, and administrative requirements for the overall well-being of the building.
• Understand the budget process and develop realistic alternatives for solving financial problems as needed.
• Assist in training employees and cross-train others in the office to improve efficiency.
• Possess knowledge of office programs and functions to support building operations under limited supervision, delegate tasks effectively, and communicate expectations clearly.
• Establish objectives, set priorities, anticipate problems, and maintain inventories to ensure smooth operations.
• Maintain and update manual and electronic records for reference and compliance purposes.
• Maintain confidentiality and professionalism in all interactions with employees, students, parents, and the community.
• Adapt to change and manage conflicts, taking on extra assignments as needed to ensure tasks are completed.
• Meet deadlines by prioritizing duties and ensuring timely task completion.
• Respond to assignments from principals or district-level administrators to facilitate communication and provide direction.
• Ensure daily school operations run smoothly by monitoring office work, assigning tasks, and making critical decisions in the principal's absence.
• Track staff attendance, approve timesheets, and ensure substitute coverage for absences.
• Maintain volunteer background checks and ensure compliance with school security protocols.
• Maintain the integrity of office systems, files, and databases, including safety logs and records.
• Perform clerical and administrative tasks, such as maintaining calendars, scheduling meetings, greeting visitors, managing phone systems, and distributing newsletters.
• Support students through data entry, registration, scheduling, report cards, and transportation logistics.
• Manage financial tasks, including processing requisitions, clearing invoices, and maintaining student activity accounts.
• Facilitate health and safety procedures, assist in emergencies, and manage health room activities when necessary.
• Assist with mail sorting, lunch payments, and other operational tasks in the absence of other office staff.
• Understand and follow district safety protocols and procedures
• Perform additional duties assigned by the principal or district administration to ensure effective school operations.