Elementary Secretary

Position Title: Elementary Secretary

Department: Alma Intermediate School

Reports To: Principal

Job Summary: The Elementary School Secretary serves as the primary point of contact for Alma Intermediate School, performing administrative, clerical, and customer service duties. This position supports the school's daily operations, assists with communication between staff and parents, and ensures that the school office runs efficiently.

Essential Job Functions:

• Greet and assist visitors, parents, and students in a friendly and professional manner.
• Answer phone calls, take messages, and direct calls to the appropriate personnel.
• Handle student check-in/check-out procedures.
• Maintain emotional control under stress.

Administrative Support:

• Maintain and update student records, attendance, and health files.
• Assist in preparing documents, forms, and materials for teachers, administrators, and students.
• Monitor phones and copy/fax machines and place service calls if necessary.
• Schedule appointments, meetings, and conferences as required.
• Maintain and update financial records, including invoices, receipts, and expense reports.
• Collect money for student fines, clubs, classes, fundraisers, etc.
• Supervise the school store.
• Assist in coordinating events, preparation of registration, Open House, and Parent Teacher Conferences.

Data Entry and Filing:

• Maintain accurate records in e-school with most current information.
• File and organize school documents, correspondence, and student files.
• Assist in the preparation of reports and data for staff and administration.
• Enroll new students and drop moved students.
• Input data for record keeping in multiple software systems.

Communication:

• Serve as a liaison between parents, teachers, students, and the school administration.
• Handle requests for information from parents or external entities.
• Present and communicate in a professional manner.
• Maintains positive professional working relationships with others.

Inventory Management:

• Order and manage office supplies, including stationery and materials.
• Order classroom supplies.
• Maintain inventory of school equipment and supplies.

Support for School Events:

• Assist in the planning and organization of school events, meetings, and conferences.
• Provide support during school events such as parent-teacher conferences and special activities.

General Office Duties:

• Perform general office tasks, including photocopying, faxing, and mail distribution.
• Maintain a clean and organized office environment.

Qualifications:

• Education: High school diploma or equivalent.
• Experience: Previous experience in an office or school environment is preferred.

Skills:

• Strong communication and interpersonal skills.
• Proficiency in Google Suite.
• Ability to handle multiple tasks and prioritize effectively.
• Strong organizational skills with attention to detail.

Other Requirements:

• Ability to maintain confidentiality and handle sensitive information.
• Ensure compliance with district policies and state regulations.
• Other duties as assigned by the building administrators.

The Alma School District assures Equal Employment Opportunities and equal education opportunities for employees and students as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary.