School Secretary (2025-2026 School Year)

Position begins January 1, 2025

Job Title: School Secretary

Reports To: Principal or designee

FLSA Status: Non-exempt

SUMMARY To assist the principal or designee in the daily operation of school by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES may include the following. Other duties may be assigned.

• Performs a wide variety of complex and responsible clerical and secretarial support duties
• Generates and types letters, reports, minutes, documents, and a variety of material from data, rough draft, clear copy, notes, or oral directions
• Prepares, maintains, and checks records, forms, and other documents for accuracy, completeness and conformance to rules and regulations
• Assists principal with scheduling appointments, meetings and conferences
• Receives, opens, dates, sorts and distributes mail
• Acts as receptionist screening calls and greeting visitors
• Serves as a resource person to teachers, students, parents and general public regarding general and specific information on policies, procedures, and activities of the school
• Compiles and files student grade and attendance reports and other school records
• Collects information and maintains a variety of logs and records related to employee transactions, timesheets, absences, substitute logs and records
• Registers/withdrawals students as required
• Assists with arranging and assigning substitutes
• Maintains the confidentiality of reports, records, and personal experiences regarding students, employees, and parents
• Administers first aid or medicine in absence of medical staff
• Monitors and responds to school or District radio communication
• Reports accidents to the central office and files accident insurance forms
Orders and dispenses school supplies

QUALIFICATIONS 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of public school clerical practices, procedures, equipment and software
• Ability to meet schedules and timelines
• Ability to read and interpret documents such as safety rules and operating, maintenance and procedure manuals
Ability to write routine reports and correspondence

EDUCATION and/or EXPERIENCE

Candidate must possess any combination of education and experience equivalent to graduation from high school. Office computer skills with commonly used software programs required. Secretarial/clerical experience preferred.

LANGUAGE SKILLS

Ability to communicate effectively and tactfully in both oral and written forms. Thorough knowledge and use of proper English, spelling, grammar and punctuation.

MATHEMATICAL SKILLS

Thorough knowledge of arithmetic. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to analyze situations and take appropriate action in a variety of procedural matters. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Commonwealth of Virginia Notary Public preferred

Valid Virginia Driver’s License preferred

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands and fingers to handle or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The 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.

The noise level in the work environment is usually moderate.

TERMS OF EMPLOYMENT

11 month full-time position

EVALUATION Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of classified personnel.