Perform all other clerical and general office procedures requested by Administration and Staff. Describe a situation in which you had to balance competing demands and carefully schedule your activities to meet a deadline. Prepare confidential information utilized in the negotiation Request substitute teachers and paraprofessionals via the Sub Central system. Has up-to-date skills and the ability to learn new skills and procedures with ease. Maintained school supply inventory including office supplies, text books, and student materials. Supervised office duties by organizing senior graduation and student records. Scheduled and organized student activities, field trips, guest speakers (i.e. Answered telephones, generated correspondence, maintained student records and office files, and scheduled appointments. Answered multiple phone lines and directed them to the appropriate person or took down massages. Handled word processing for all faculty and school personnel. Prepared purchase orders, worksheets, quizzes, etc., upon request. Prepare and submit requisitions for office supplies, materials and other items. Managed telephone calls, Prepared Requisitions and/or Purchase Orders for supplies, materials, equipment and services. Filing Performed the following types of duties: student attendance/check in, enrollment, updating student records in databases with new/current information. Maintain confidential information for students as well as staff. Maintained appropriate confidentiality concerning student records. Managed organization's databases, creating and retrieving database reports for management. Enrolled and discharged students; requested records from prior schools and distributed records to other schools as needed utilizing PowerSchool software. By Staff Writer Last Updated Mar 31, 2020 6:52:35 AM ET Working as a secretary requires some basic skills, including interpersonal and communications skills, along with knowledge of some software and computer programs and good organizational and time-management abilities. Made deposits for the school and their fundraisers. Provide clerical and standard secretarial support for the School Principal. Report directly to four attorneys in coordinating their travel arrangements, scheduling meetings and appointments and creating and finalizing correspondence. Perform accurate word processing and accounting tasks. Operate the office machines and duplicate materials as needed or instructed. Maintained confidentiality while working with student records. Listening and Communication Skills. Processed financial transactions, created, updated, and maintained all student record databases, to include new student enrollments. We will also take a holistic look at how we can best support overall student health. The skills taught in secretary career training courses can help students prepare for the challenges of office work. Coordinate telephone calls, phone messages and appointments for three school counselors. Student Records. School secretaries generally work with little direct supervision, so they must be good problem solvers who are capable of handling several tasks at once. Managed front office, substitutes and permanent substitute. Managed school office functions including student records, employee time sheets, budgeting and financial management. Purchased items by using purchase orders, made vendor payment to companies, and maintained inventory & distribution of supplies. Completed and coded invoices, requisitions and purchase orders for billing or payment. Provide administrative and secretarial support to assigned school site administrators. Maintain accurate records in areas required. The average salary for a School Secretary with Office Administration skills in Portland, Oregon is $30,000. Summer school registration using both District and Summer School PowerSchool. Generated monthly and quarterly attendance reports. Processed payroll and payroll taxes including 941's and w-2's and many other tasks involved in running a public school. Maintained various databases to include student and staff emergency information, class lists, tardy and lunch reports, office housekeeping. Provide clerical support to principal and school campus. Compile and maintain accurate records, verify data and prepare reports. Greet parents/Visitors Prepared materials and took minutes for monthly staff meetings. Strong Interpersonal Skills. Sent and received faxes Assisted in monitoring students when on duty and student activities. According to the U.S. Bureau of Labor Statistics, executive secretaries deal with information management tasks, such as scheduling conference calls and reviewing memos (www.bls.gov).The extent and complexity of their duties can depend on a number of factors, including: Enrolled and discharged students on a daily basis while maintaining accurate records. Prepared agenda and recorded minutes for staff meetings. Register new students, secure appropriate student records, transfer records for students moving to other schools. Disseminated student records to outside agencies. Prepared payroll and monitored leave documents. Responsibilities and duties. Maintained records and filing systems and created and maintained electronic databases. Prepare meeting minutes for permanent records following. Provide administrative and secretarial support to over 50 employees. Ordered office supplies and called in maintenance service when needed for copy machines. Prepared report cards according to teacher's records, certificates for special events and assisted in planning events. Provided clerical and technical assistance to teachers and other staff members such as school health and nutritionclerks and library assistants. Maintained all student and staff information in the school computer system. Collect all incoming money, count and verify, and make bank deposits. Performed various administrative tasks including receiving and screening callers and visitors, scheduling meetings, reading and screening all incoming correspondences. Make arrangements for substitutes and substitute teachers days worked prior to submitting to payroll. Provided clerical support to school sites and district office. Managed records, paper and electronic, of 300 plus students. Communicated attendance concerns to parents, guidance counselors and attendance teacher. Processed tuition payments The ability to have a schedule compatible with raising a family is an important consideration for many. Serve as Receptionist to the district office; Answer, screen and direct telephone calls; Distribute mail. School secretaries must be proficient in basic computer software including word processing, attendance, billing and data entry. Handle extensive telephone calls and answering multi-phone lines. Process all payroll banks for all staff members. Provided administrative and secretarial support for school principal and/or assistant principal. Maintain confidential studentgrade and attendance reports and other school records. Provided payment for invoices through QuickBooks, balanced and reconciled statements, prepared deposits, issued purchase orders and check requests. Assisted in preparing and mailing report cards on a quarterly basis. The skills that will best prepare you for the job include: 1. Knows when to keep his/her mouth shut and when not to. Maintained all teachers certification, licensures, and personnel files. Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files. Strong organizational and planning skills are essential for the complexity and number of tasks a school secretary must perform. Screened all visitors and telephone calls, and answered procedural or administrative questions. Maintain and reconcile school financial records and inventory. Answered and directed incoming inquires from applicants regarding program to appropriate personnel via the Pulse ListServe. Maintained budget upwards of two million dollars for special education department. Executive secretaries often work closely with the executives whom they support. Enter attendance data in the computer system and run reports for probation officers, protective services as needed. Maintained campus website, issued monthly newsletters to students, staff & community members. Call in repair request; assist in obtaining substitute teachers and janitors. Provided direct secretarial support to the principal. Maintain administrative and confidential files. Provide information to the public, teachers and staff members regarding school activities, policies, rules and regulations. REQUIRED: Bilingual – English & Spanish . Have a minimum of two years of successful experience in a related secretarial or office position, or be a graduate of a recognized program of secretarial studies. Below we've compiled a list of the most important skills for a school secretary. Coordinated substitute teachers and classes, daily. If you are lacking in these skills, you may choose to attend classes at a vocational or business school or a community college. 15 Skills and Qualities to be Best in Your Legal Secretary Job. 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