The Secretary III serves as a critical member of the school administrative team, providing comprehensive support in student records management, compliance reporting, attendance monitoring, family and district communication, enrollment processes, special education coordination, and front office operations.
- STUDENT RECORDS MANAGEMENT - 25%
Primary Duties and Responsibilities
- Maintain and update student records and databases.
- Track transportation needs and communicate updates in a timely manner.
- Track, monitor, and verify student attendance records and absences.
- Contact guardians regarding student absences and follow up as needed.
Performance Expectations
- Student records are current, accurate, secure, and compliant.
- REQUIRED REPORTING AND COMPLIANCE - 20%
Primary Duties and Responsibilities
- Prepare, maintain, and submit required reports to ODEW, FCBDD, districts, and other entities as needed.
- Manage all National School Lunch Program reporting needs per calendar deadlines.
- Complete National School Lunch Program Point of Sale daily.
- Manage student attendance reports and submit to districts each month.
- Monitor reporting timelines and ensure data is accurate.
Performance Expectations
- All data is accurate and up to date.
- STUDENT ENROLLMENT MANAGEMENT - 20%
Primary Duties and Responsibilities
- Organize, collect, and track enrollment documentation, including office and medical documentation.
- Support building administration in the student referral, enrollment, withdrawal, and transition processes.
Performance Expectations
- Enrollment records are complete and accessible.
- IEP COORDINATION SUPPORT - 20%
Primary Duties and Responsibilities
- Assist the Special Education Coordinator with compliance for all student ODEW requirements.
- Send IEP meeting invitations to families and team members.
- Track meeting timelines and documentation.
Performance Expectations
- Meeting communications are completed on time.
- FRONT OFFICE OPERATIONS & VISITOR MANAGEMENT - 10%
Primary Duties and Responsibilities
- Answer phones and respond to radio communications.
- Greet visitors and monitor building entry.
- Enforce visitor management procedures and safety protocols.
- Support emergency procedures and communicate security concerns promptly.
- Provide professional customer service to staff, families, and visitors.
Performance Expectations
- Visitor and safety procedures are consistently followed.
- STUDENT SERVICES & PROGRAM COORDINATION - 5%
Primary Duties and Responsibilities
- Assist Principal and Assistant Principal in managing platforms for parent communications.
- Communicate with local districts regarding student activities and outreach.
- Maintain and update the school calendar per the direction of the West Central Leadership Team.
Performance Expectations
- Programs are organized and implemented efficiently.
- SUMMER EXPECTATIONS
The Student Facing secretary will take on Staff Facing Secretary duties during the summer months.
PROFESSIONAL COMPETENCIES & EXPECTATIONS
- Ability to handle confidential information with discretion, professionalism, and integrity.
- Excellent organizational, time-management, and leadership skills.
- Strong attention to detail and commitment to accuracy.
- Outstanding communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and administrative software.
- Strong problem-solving and prioritization skills.
- Commitment to teamwork and customer service.
WORKING CONDITIONS & KEY NOTES
- Percentages may fluctuate based on enrollment cycles and reporting deadlines.
- Compliance, attendance, and enrollment tasks take priority.
- The position requires frequent task-switching and real-time problem solving.
- Confidentiality standards must be maintained at all times.