Job Description
READING PUBLIC SCHOOLS READING , MASSACHUSETTS Position Title: Secretary to the Principal
Department: Middle School
Reports to: Principal
FLSA Classification: Non-Exempt
Approved by: Thomas Milaschewski, Ed D
Revision Date: July 2021
SUMMARY : Serves as Secretary to Principal. Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work and administrative and business detail. Reads and routes incoming mail. Composes and types routine correspondence. Files correspondence and other records. Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls. Compiles and types statistical reports. Prepares notes, correspondence, and reports using computer and word processor.
ESSENTIAL DUTIES AND RESPONSIBILITES: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed for by this position. Other duties may be assigned.
- "Go to" person for all inquiries both by school staff and others.
- Enters employee Time/Attendance (sick, personal, vacation and additional time) in MUNIS for biweekly payroll purposes.
- Enters requisitions in MUNIS Accounts Payable for all school purchases.
- Processes invoices in MUNIS Accounts Payable for all school purchases.
- Deposits all checks/cash received by school in MUNIS Payments Entry.
- Prepares and submits Personnel Action and Position Authorization forms to Central Office for both school year and summer programs.
- Prepares and submits all work orders to Facilities Department.
- Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed.
- Places and receives telephone calls, records messages, and/or routes to voicemail.
- Maintains a schedule of appointments and makes appointments for conferences and interviews.
- Schedules and follows up on various meetings of the Principal.
- Compiles and forwards appropriate memos, documents, meeting dates, etc.
- Prepares all appropriate advertising for Fall Open House each year.
- Inputs and reports student attendance via the town-wide attendance database system.
- Assists in producing placement roster for the next academic year.
- Runs all appropriate reports via attendance database.
- Updates database for all students (special needs students as well as regular education students).
- Prepares all new student files and database including new Department of Education database information.
- Prepare new student cumulative folders.
- Prepares flyers for printing, collation and distribution to students, families.
- Prepares, updates and mails all paperwork for new students which include: Parent Handbook, Emergency Forms, Releases, and Medical Forms.
- Facilitates CORI certification/recertification of staff and volunteers by verifying information on form before submission to Central Office for processing.
SUPERVISORY RESPONSIBILITIES: Exercises no supervision.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. The Superintendent may waive or modify the qualification requirements.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES: - Strong administrative support and office management skills
- Demonstrated knowledge of Microsoft Office applications as well as other information management/database applications
- Ability to write reports and business correspondence
- Ability to present information and respond to questions from staff, parents, and the general public
- Ability to express ideas clearly and concisely in written and oral communication
- Ability to multi-task and prioritize workload
- Ability to perform duties with awareness of all district requirements and Board of Education policies
- Knowledge of accounting principles; specifically in regards to accounts payable
EDUCATION/EXPERIENCE: - High school diploma or equivalent required; Associate's degree preferred.
- Experience in a school and/or business secretarial environment preferred.
- Experience with MUNIS database system preferred.
LICENSES/CERTIFICATIONS: None required.
PHYSICAL DEMANDS: The employee must also often remain in a stationary position for considerable periods of time. The employee may be required to occasionally traverse throughout the school building. The employee must frequently use hands to finger, handle, or feel; and use hand strength to grasp tools. Frequently operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer). The employee must be able to input information into a computer and as well as read material from a computer monitor as well as handwritten or printed matter with or without visual aids. The employee must be able to communicate effectively with students, staff members, and the general public in person and on the telephone.
WORK ENVIRONMENT: The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day and location. The employee interacts with parents, staff members, and the general public. The employee occasionally must meet multiple demands from several people.
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change. Reading Public Schools
Job Tags
Summer work,