A school secretary works in the administrative office of an elementary school, middle school, or high school, and is responsible for performing daily clerical work. The job description of a school secretary involves interacting with students and parents, tracking attendance records, mailing school forms, and managing the school calendar.
A school secretary answers the office phone and transfers calls as necessary, processes tuition payments, maintains student records, welcomes school visitors, and handles any day-to-day clerical needs required by the school.
Essential Duties and Responsibilities of a School Secretary
- Answer telephone and addresses caller questions and concerns.
- Transfers calls to proper individual and/or department as needed.
- Mails student report cards, school brochures, and other necessary forms.
- Welcomes visitors to the school and provides directions around the building as needed.
- Types up and contributes to school bulletin or newsletter.
- Assists in designing and drawing up promotional and informational materials for parents.
- Provides students with tardy slips.
- Maintains records of student absences.
- Accepts and processes tuition and school lunch payments from parents.
- Makes bank deposits.
- Sorts and distributes mail delivered to school office.
- Contacts parents in the event of student illness or behavioral issues.
- Maintains student records and files.
- Uses computer database or filing system to update records as necessary.
- Manages and updates school calendar.
- Provides administrative support to principal or other upper level administrator as needed.
- Takes dictation and transcribes documents.
- Attends office meetings and takes minutes.
- Distributes paychecks to school staff.
Required Knowledge, Skills and Abilities
- Demonstrates strong interpersonal skills.
- Maintains professional and friendly demeanor.
- Possesses excellent organizational skills.
- Is capable of managing time efficiently.
- Demonstrate ability to multi-task effectively.
- Works well with a variety of students, administrators, and parents.
- Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
- Possesses basic computer skills and knowledge of word processing programs.
- Is familiar with budget and publishing software such as Quicken and Adobe.
- Demonstrates ability to think creatively.
- Demonstrates strong writing and editing abilities.
- Possesses excellent telephone etiquette.
- Communicates clearly and effectively.
- Is capable of handling confidential student records in a responsible fashion.
- Demonstrates familiarity with basic office equipment such as multi-line phones, fax machines, and scanners.
Education and Experience
- High school diploma or GED is required.
- Bachelor’s Degree is recommended.
- Previous work experience in an office setting is required.
- The majority of working hours will be spent in an office setting.
- Light physical activity such as walking and standing, is required on a daily basis.
- Some local travel to complete office errands may be required.
- The average salary for a school secretary is between $30,000 and $35,000 per year.
- Salaries range from $20,000 to $50,000 depending on the school district and years of experience.