What are the responsibilities and job description for the Front Office Secretary position at Holy Cross Junior High?
POSITION DESCRIPTION TITLE: Front Office Secretary
REPORTS TO: Principal
The Front Office of Holy Cross Junior High is the meet and greet center for parents, students and visitors on campus. This essential position is in the public eye and is the first point of contact. HC works in a partnership of mutual support and collaboration with the families of its students. HC establishes and maintains relationships with service agencies and businesses, expands the opportunities for students to acquire knowledge, and develops their skills and talents. This role also oversees substitute teachers, attendance records, and parent volunteers.
ESSENTIAL JOB FUNCTIONS:
1. Front desk receptionist function: in charge of all walk-in traffic, answering phones,
and radio traffic as required; courteously help visitors and callers, clerical duties as
assigned by the administration.
2. Maintain a quiet and professional environment at all times with students, colleagues,
and visitors.
3. 4. 5. Ensure front desk is covered at all times, especially while on lunch or stepping away
Clean and organize front office space as needed
Record all tuition and other payments received on the cash board in accordance with
established procedures daily; provide receipts for cash payments if requested
6. Stamp mail through the postage machine and drop afternoon mail to the post office
drop box daily
7. 8. 9. Ring school bells upon request by the Principal
Assist with bulk mailings: photocopying, collating, stuffing, sorting
Daily/weekly preparation of outgoing mail; reception and distribution of incoming
10. Answer phone calls and transfer to administration, faculty and staff extensions lines.
11. Maintain filing and record keeping as needed. (Emergency contacts, etc.)
12. Communicate by radio with maintenance and custodial departments to receive
deliveries and coordinate services
13. Perform duties for the administration as requested
14. Communicates with parents, students, faculty and staff in person, by telephone or
email for the purpose of providing information on a variety of attendance issues.
15. Ensures accuracy of attendance records, including verification of forgeries and
truancies.16. Maintains a variety of attendance records, schedules and files (e.g. attendance phone
log, tardy log and off campus log) for the purpose of providing accurate information
in compliance with the school policies.
17. Provides a variety of reports and written materials (e.g. tardy passes, request pass and
non co-curricular report)
18. Enters all student attendance records into FACTS on a daily basis including early outs
for sports.
19. Notifies faculty of students on suspension.
20. Receiving and distributing items brought by parents.
21. Monitors students sent to the front office for discipline issues.
22. Receive confiscated cell phones from teachers, enter information in FACTS and
notify Dean of Discipline.
23. Keeps track of medications dropped of for students and keep records of forms.
24. Administers first aid and medication to students under the direction of the parent or
doctor for the purpose of meeting immediate health care needs.
25. Contact parents when student is ill and arranges pick up or permission for student to
leave.
26. Manage the teacher absence notification process for the school
27. Retrieve telephone messages and emails between 6:00 AM to 8:00 AM and 4:00 PM
to 8:00 PM each school day
28. Schedule substitute teachers as needed and requested
29. Ensure teachers adhere to the process and protocols when teacher absences occur
30. Advise appropriate staff of substitute arrangements
31. Maintain substitute folders with required documents and general sub plans from
teachers
32. Advise and orient substitutes teachers on our substitute teacher procedures and
protocols. Explain the vital substitute functions such as taking attendance, general
classroom discipline practices and procedures
33. Seek input on substitute teachers’ performance
34. Advise appropriate supervisors when teachers do not follow the prescribed substitute
procedure guidelines Demonstrate knowledge of, and support, Holy Cross’ mission,
core values, standards, competencies, and code of conduct
35. Develop and maintain an UP TO DATE volunteer clearance binder
36. Complete the annual volunteer spreadsheet for the Diocese of Fresno
37. Input all immunizations into the immunization portal for reporting
38. Maintain student files in an organized fashion (most recent document in front of
folder)
39. Commitment to become an active participant in the school community – attending
school competitions, performances, assemblies, and extracurricular activities
Job Type: Full-time
Pay: $16.50 - $20.00 per hour
Schedule:
- Monday to Friday
Work Location: In person
Salary : $17 - $20