Middle School Office Secretary

Secretary - 12 MonthJob Summary

To ensure the smooth and efficient operation of the office and to continuously improve efficiency and accuracy in the performance of job responsibilities.

Essential Functions

• Performs general office duties, including but not limited to telephone, email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence, scheduling, general filing, copying, maintaining records and monthly reports
• Maintains confidentiality with all district information, including district and school population information
• Ensures equipment in work area is kept stocked and maintained in working order
• Addresses minor malfunctions, maintains appropriate inventory and recommends service when needed for issues which cannot be handled in house
• Processes all incoming and outgoing mail, including packages and distributes appropriately
• Coordinates the summer mailing to students and employees related to class assignments and beginning of year activities
• Assists with office support activities to include: copying materials, correspondence, answering questions and handling requests for information, preparing reports and taking messages
• Maintains and updates various files, including building level personnel files in accordance with records management and security procedures for both classified and unclassified materials
• Retrieves documents and materials as necessary
• Transfers and discards files in accordance with established procedures
• Inputs, maintains and updates information, databases and spreadsheets and compiles information for reports
• Maintains and coordinates payroll and employee attendance records for the school
• Supports office operations, greets and assists visitors, provides assistance as necessary and provides back up support when needed
• Assists with coordinating daily announcements, fire dirlls and upcoming events on the calendar
• Checks in all substitutes, makes arrangements for daily needs, prepares coverage for teachers and substitutes and processes weekly teacher lesson plans
• Maintains inventory and distribution of supplies in accordance with district procedures
• Coordinates activities, as well as other school events and social functions
• Performs in accordance with school policy, administrative regulations, state and federal laws
• Performs other duties as assigned

Qualifications

• High school diploma or equivalent required; associate degree or post-secondary coursework in business, office administration or related field preferred.
• Minimum of three (3) years of secretarial or administrative support experience preferred.
• Experience in a public school setting preferred.
• Demonstrated proficiency with Microsoft Office Suite, Google Workspace, student information systems and database management.
• Strong organizational, communication and customer service skills.
• Ability to maintain confidentiality and manage sensitive student information.
• Knowledge of Pennsylvania Department of Education reporting systems and special education processes preferred.

Knowledge, Skills and Abilities

• Knowledge of modern office procedures and practices.
• Strong organizational and time-management skills.
• Ability to prioritize competing responsibilities.
• Ability to prepare accurate records and reports.
• Ability to maintain confidential information.
• Strong customer service and interpersonal skills.
• Ability to learn and utilize district software and technology systems.
• Ability to work independently with minimal supervision.

Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position.

• Ability to sit for extended periods of time.
• Ability to stand, walk, bend and reach as needed.
• Ability to use a computer and standard office equipment for extended periods.
• Ability to communicate effectively in person and by telephone.
• Ability to occasionally lift and carry items weighing up to 25 pounds.

Equal Employment Opportunity Statement

The District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status or any other protected classification under applicable federal, state or local law.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities or qualifications required. The District reserves the right to modify, interpret or apply this job description as needed to meet operational requirements and in accordance with applicable law, Board policy and collective bargaining agreements.