Secretary to Principal Job at Longview Independent School District in Longview

• Date Posted:
  1/7/2025
  
  

PRIMARY PURPOSE:

Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

QUALIFICATIONS:

Education/Certification:
High School diploma or GED

Experience:
One to three years secretarial experience, preferably in public education environment

Special Knowledge and Skills:
Proficient typing, word processing, and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
Knowledge of basic accounting principles

MAJOR RESPONSIBILITIES AND DUTIES:

1. Records, Reports, and Correspondence:
   1. Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.
   2. Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.
   3. Maintain a daily teacher attendance log and records for substitute teachers.
   4. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office.
   5. Maintain a log of visitors to school.
   6. Maintain school calendar of events.
   7. Maintain student attendance, tardies, sign in and out documents, discipline records, etc.
   8. Schedule meetings and appointments and maintain calendar for principal.
2. Reception and Phones:
   1. Assist students, teachers, and parents as needed.
   2. Receive incoming calls, take reliable messages, and route to appropriate staff.
3. Files:
   1. Maintain physical and computerized files including inventory of school and office supplies, mailing lists, student records, visitor logs, and office communication.
   2. Update handbooks, policy manuals, and other documents as assigned.
4. Accounting Inventory:
   1. Receive, store, and issue supplies and equipment.
   2. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
   3. Prepare and make cash deposits for activity account(s); may be responsible for maintenance of activity checkbook(s) and ledger(s).
   4. Ability to maintain, organize and keep accurate records of fundraising events, T-shirt sales, etc.
5. Other:
   1. Sort, distribute, or deliver mail and other documents.
   2. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.
   3. Comply with district policies, as well as state and federal laws and regulations.
   4. Adhere to the district’s safety policies and procedures.
   5. Maintain confidentiality in the conduct of district business.
   6. Must be able to perform the essential functions of walking and interacting with students and/or district employees in the specific work site assigned (classroom or office setting).
   7. Demonstrate regular and prompt attendance.
   8. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

Monitor the work of campus secretaries, clerical aides, and students as needed.

EQUIPMENT USED:

Copier, personal computer and appropriate software, typewriter, printer, calculator, fax machine and audio-visual equipment.

WORKING CONDITIONS:

Mental Demands:
Reading, ability to communicate effectively (verbal and written); ability to attend to detail; maintain emotional control under stress; coordinate district-wide curriculum functions; interpret policy, procedures, and data.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of computer terminal possible; occasional district-wide travel; occasional state-wide travel; frequent prolonged and irregular hours possible; biological exposure to bacteria and communicable diseases; specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.