School Secretary - 41 Weeks

Position Summary:

The Middle School Secretary is a key member of the school's administrative team, providing support to the principal, faculty, staff, students, and parents. This position requires exceptional organizational skills, a customer service-oriented attitude, the ability to handle a variety of administrative tasks, and the capacity to manage sensitive information. The secretary will be responsible for managing daily office operations, coordinating school activities, maintaining records, and facilitating communication within the school community.

Essential Functions:

Administrative Support and Office Management:

• Serve as secretary to the building principal, assisting with office administration, scheduling, and correspondence.
• Screen callers, route incoming calls, and schedule appointments as needed.
• Provide information on school policies and regulations of varying complexity to staff, students, and parents.
• Operate a variety of office machines, including copiers, fax machines, and phone systems, and supervise their use by others.
• Maintain confidentiality of all student and staff information at all times.
• Compose a variety of communications, including letters, memos, and newsletters to parents, staff, and the community based on general instructions.
• Create and maintain computer files and student cumulative records.
• Prepare and manage large school mailings and distribute them as needed.
• Collect data, maintain records, and prepare reports for the school

Student and Attendance Management:

• Assist in student registration and transfers in accordance with Wisconsin DPI regulations.
• Track and manage student attendance, including ensuring teachers complete their attendance hourly and correcting attendance records as needed.
• Communicate with families regarding student attendance and follow up on any attendance issues daily.
• Check students in and out of school, monitor the main door for visitors and security, and oversee the visitor check-in process, ensuring all visitors are vetted before entering the school.
• Monitor hall passes and create or end them as necessary.
• Manage student health needs by aiding students who are sick or injured in the absence of a school nurse and administering medications and treatments in accordance with district policy.

Financial and Fund Management:

• Manage banking tasks at the site, including SBAA and Positive Pay, and follow the necessary procedures for issuing checks and preparing deposits.
• Write receipts for all monies received and make daily deposits, entering all receipts into the database.
• Prepare and file invoices to ensure prompt and accurate payments, maintain complete transaction files, prepare purchase requisitions for budget reimbursements from the OASD, and ensure all disbursements are accurately entered into the database.
• Prepare cash boxes for charged school activities and ensure all payments are documented.
• Collect appropriate class fees and process payments.
• Manage school lunch/milk funds, assisting the Food Service Department with daily receipts and maintaining lunch counts.
• Check account balance to ensure and adequate funds are available before payments are made.

Software and Technology Support:

• Effectively manage and use computer software programs required for daily attendance, lunch counts, and attendance reports (Skyward and Infinite Campus), following best practices.
• Maintain accurate records in the computer system for all students, faculty, and staff, including updating records as needed.
• Manage and create all IC school stores for field trips or product sales, ensuring that all financial transactions are processed correctly.
• Assist in managing the school website using Finalsite, ensuring that the site is updated regularly with school news and important information.

Communication and Public Relations:

• Serve as a primary public relations representative for the school by creating and maintaining effective communication channels with students, parents, staff, and the community.
• Provide assistance with the volunteer process, managing background checks and coordinating volunteer opportunities as needed.
• Coordinate school events such as emergency drills, field trips, and other activities, working with staff to ensure smooth operations.
• Create and manage school supply lists and other resources for teachers and staff.

Substitutes and Staff Coverage:

• Manage AESOP to ensure that adequate substitute coverage is arranged for absent teachers and staff.
• Maintain a spreadsheet of substitute hours completed by staff and update the subbing database regularly.
• Ensure that teacher absence reports and lesson plans are entered and maintained in AESOP for substitute use.
• Coordinate with administration to ensure that all staff absences are properly documented and covered.

Safety and Security:

• Manage building keys and ensure that access to the building is controlled, including distributing keys and maintaining records.
• Monitor and facilitate emergency drills, such as fire drills, lockdown drills, and other safety procedures.

Additional Duties:

• Assist with lost and found management by tracking and returning lost items to students and staff.
• Prepare labels and manage the organization of school mail and packages.
• Assist with the creation of temporary IDs for students as needed.
• Maintain and update subbing requests, ensuring that all staff absences are accurately recorded and filled.
• Collaborate with the school principal and staff to complete any other tasks as assigned.

Physical Requirements:

1. Sitting/Standing/Walking - Prolonged sitting with occasional standing and walking.

2. Lifting/Carrying - Up to 25 lbs for office supplies, files, and small packages.

3. Bending/Reaching - Occasional bending, stooping, and reaching for documents or supplies.

4. Fine Motor Skills - Frequent use of hands for typing, writing, and operating office equipment.

5. Vision/Hearing - Clear vision for reading screens/documents; ability to hear and communicate effectively in person and by phone.

6. Cognitive/Communication - Ability to focus in a busy environment and speak clearly for calls and interactions.

7. Environmental Factors - Indoor office setting with potential exposure to common school-related conditions.