Principal Secretary - Urbandale Middle School

JOB TITLE: Principal''s Secretary

PURPOSE OF THE POSITION: Assist the principal in the administration of the assigned school site by performing a variety of complex secretarial and habitual administrative support functions. Direct and coordinate the work flow and activities processed through the school''s central office.

QUALIFICATIONS:

(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge, and Abilities:

1. Ability to operate a variety of standard office equipment including computer,

printer, copy machine, scanner, fax machine, telephone, etc.

2. Ability to understand the meaning of words and to use them effectively when

speaking and writing to properly convey or receive information.

3. Ability to create, format, and edit written communication that is clear and

professional.

4. Ability to work independently, efficiently and meet deadlines.

5. Ability to be well organized and customer service oriented.

6. Ability to accurately use and maintain databases.

7.Ability to fluently use software such as Microsoft Office, Excel, Powerschool, ParentSquare and Google apps.

8. Experience with creating and using spreadsheets, and all applications with Google suite

Education:

1. At least one year of specialized training beyond high school.

Experience:

1. Two to 3 years of secretarial, administrative or office management experience involving data entry, accounting and records management experience.

Equipment:

1. Office equipment such as two-way radios, cell phone, tablets, laptops, multi-line

phone system, fax machines, copiers, computers, etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

1. Greet parents/guardians, faculty, substitutes and students; direct visitors to appropriate locations.

2. Must be able to multitask in a busy environment.

3. Resolve problems personally or refer staff member to the correct individual.

4. Keep an accurate list of calls, messages, information requests, meetings and appointments.

5. Maintain accurate student records.

6. Implement security and emergency procedures in emergency situations.

7. Provide class lists for teachers, run enrollment reports (BEDS and state report), update cumulative digital files, transfer student files to other schools and request student records for incoming students.

8. Support all parts of the registration process with the district office registrar.

9. Receive and deposit all money for the school's activity and agency accounts.

10. Enter all deposits in the computer's P.O. accounting system.

11. Maintain accurate budget sheets and activity, athletic, agency and instructional account balances.

12. Check budget sheets from Administration against school records.

13. Order and maintain adequate supplies, instructional materials, office materials and items

for the health office.

13. Type all correspondence; purchase orders, memos, bulletins, agendas, letters, flyers,

weekly newsletter, teacher observations and summative evaluations.

14. Troubleshoot and assist students, faculty, and staff with questions regarding forms,

computers, and office equipment.

15. Maintain confidentiality when dealing with sensitive subjects related to students, families

and staff members.

16. Nursing duties as necessary.

17. Must be able to interact in a positive manner with students, faculty, parents, and other

staff members.

18. Meet regularly with principal using weekly meeting agenda checklist.

19. Schedule staff meetings for principal using Google Calendar.

20. Inform principal of urgent matters and determine when delegation of administrative tasks is needed.

21. Maintain a reliable attendance record.

22. Perform other duties as needed or assigned.

SUPERVISION OF OTHERS: None

PHYSICAL REQUIREMENTS:

• Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating, fingering and grasping small objects normally weighing less than 10 lbs.
• Occasional bending, stooping, kneeling and related physical activity.
• Ability to work while standing, moving and/or walking.
• Drug, tobacco, and alcohol free while working.
• Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
• Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS:

• Majority of work is performed in an office or school setting.
• Occasional exposure to body fluids, fumes, noise, hazardous materials and emergency situations.

TERMS OF EMPLOYMENT:

• At-will employee
• 11-Month position
• Per board policies and administrative guidelines
• Performance is evaluated annually.