School Secretary Job Description

School Secretary Job Description

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School secretary provides customer service, information and assistance to MPS staff, students, parents, visitors and others having business with MPS; coordinates communication at school site; explains MPS rules, policies and procedures; works independently, and makes appropriate decisions based on experience.

School Secretary Duties & Responsibilities

To write an effective school secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included school secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Process student academic forms such as change of major forms, drop/add forms, withdrawal from course forms, withdrawal from college forms, and leave of absence forms
Types/word processes and proofs a variety of school related materials
Performs other secretarial-related duties
Coordinate between the Travel Office and faculty members of both departments to schedule and arrange travel to conferences, assembling receipts and all necessary paperwork for reimbursement
Monitor and maintain state and SUTRA budgets for both departments, keeping the chairs and Dean's office apprised of the status of each budget on an ongoing basis
Prepare, coordinate and monitor the status of personnel paperwork for both departments in regards to DSI, reappointments and promotions, maintaining departmental personnel files, and serving as liaison between faculty and department chairs
Prepare and coordinate faculty evaluation packets and organize results for faculty distribution, for each semester
Assist two department chairpersons, 34 full-time faculty, up to 5 visiting scholars and 15-20 adjunct faculty with documents required for their classes, , copies of syllabi, tests, misc
Facilitate .reservations and maintain calendars for Rich computer lab, department conference room, alumni lounge, and two student study rooms (215 and 216), assisting department chairs with their calendars
Maintain a storeroom of office supplies necessary for the operation of both departments, set up and maintain files for both departments, hire and supervise work study students

School Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for School Secretary

List any licenses or certifications required by the position: CPR

Education for School Secretary

Typically a job would require a certain level of education.

Employers hiring for the school secretary job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Associates, Computer, Business, Education, High School Education, Computing, Communications, English, Office Management, Supervision

Skills for School Secretary

Desired skills for school secretary include:

Operations of the school to resolve problems and make work process decisions
MPS organization
Operations
Policies and procedures
Refer matters requiring policy interpretation to supervisor for resolution
Business English
General budgetary policies
Leave
Procedures
Purchasing

Desired experience for school secretary includes:

PDE Clearance Requirements
Three years of administrative office or secretarial experience
Three years of secretarial, event planning, or web editing experience
Typing, drafting, filing, data entry, proofreading and editing skills
Typing and keyboarding skills at a level adequate to the job
Basic skills in spelling, grammar, filing and basic calculations

School Secretary Examples

1

School Secretary Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of school secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for school secretary
  • Attend department meetings, take minutes and transcribe for Blackboard, as requested by Marketing & Management Chair
  • Coordinate scholarship selection and notification process, including winner notification letters/emails and printing of certificates
  • Prepare freshman letters for both departments in the Spring
  • Each semester, collect syllabi from all courses for the School of Business files and upload to the Community Group -School of Business in Blackboard
  • Assure that the department office is organized and runs in an efficient manner, maintaining and updating all physical and electronic files, liaising with numerous campus offices
  • Provides secretarial support to a school office and school counseling office, performs skilled word processing, data entry and typing
  • Maintains a variety of records and gathers information for reports
  • Maintains and processes a variety of counseling records and files, such as student files and college applications
  • Schedules and coordinates counseling office activities, such as parent and student conferences
  • Assists Office Manager and building administrators with scheduling and coordinating meetings and activities
Qualifications for school secretary
  • Three years of administrative office, clerical, or secretarial experience with general office responsibilities
  • Three years of administrative office, clerical, or secretarial experience
  • Bilingual abilities strongly preferred
  • Ability to communicate with the faculty, staff, students, and general public, both in person and on the telephone
  • Favorable evaluations/references
  • Trains and monitors student assistants
2

School Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for a school secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for school secretary
  • Use University software to perform duties such as correspondence, meeting minutes, spreadsheets, reports, grants, forms and memos
  • Maintain phone coverage, greet visitors & students, and take messages while handling high public contact efficiently and professionally
  • Take responsibility for the organization and filing of all pertinent data so that it is readily accessible
  • Arrange conferences and meetings as required, notify participants, and arrange for all materials, food, facilities, travel arrangements and support functions
  • Maintain records on department budgets, requisitions, and student record keeping in University software
  • Maintain confidentiality of all records and information concerning faculty and students
  • Supervise work study students with tasks in the department
  • Gather and enter data for the preparation of various reports/documents
  • Assist in searches for faculty by mailing correspondence and maintaining materials submitted by candidates
  • Review and route incoming mail for appropriate distribution and action
Qualifications for school secretary
  • High school graduation or equivalent and one year of office, secretarial experience, preferably in a customer service or school setting
  • Standard English usage, spelling and grammar
  • Ability to transcribe machine dictation
  • High school graduation or equivalent and one year of secretarial/clerical experience
  • Demonstrated high level proficiency with Word, Excel, PowerPoint
  • Function both independently and in a team environment
3

School Secretary Job Description

Job Description Example
Our growing company is looking for a school secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for school secretary
  • Maintain all School of Professional Studies' student files
  • Check student academic records on Banner and Banner Client as requested by the Associate Dean
  • Keep up-to-date on Banner and On Base systems
  • Process degree audits for School of Professional Studies graduating students (both undergraduate and graduate)
  • Update and record data that is needed for reports
  • Assist the Associate Dean by getting materials ready for the decision-making process regarding academic decisions
  • Prepare mid-term warning letters, contract probation letters and academic suspension/dismissal letters
  • Maintain the Associate Dean's calendar scheduling student appointments and committee meetings as necessary
  • Handle and answer routine correspondence and prepare letters and correspondence with instructions regarding documented student absences
  • Work closely with other departments and offices across campus and with students and parents
Qualifications for school secretary
  • Able to prioritize multiple tasks, work efficiently within time constraints and deadlines, and handle stressful situations
  • Valid First Aid and CPR certification if assigned to health clinic
  • Accomplishing multiple tasks
  • Maintain inventory and order office supplies and place service calls for office equipment
  • Proficient in PC applications Windows environment
  • High School – Secretarial Program, or
4

School Secretary Job Description

Job Description Example
Our innovative and growing company is hiring for a school secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for school secretary
  • Manage daily operation of office, act as a receptionist, route mail and phone messages
  • Responsible for the entry of request for payment for supervisor approval
  • Order school supplies and purchase orders
  • Send grade reports quarterly and correspondence home to parent as needed
  • Attend classes/meet with business information specialist to receive instruction
  • Responsible for annual inventory
  • Support assigned department chairs, program directors and administrative staff in the performance of their duties
  • Maintain phone coverage and greet visitors and students, take messages, relay information and answer questions
  • Use university software systems fully and effectively, including monitoring budgets/expenditures, processing requisitions and requests for payment, and student record keeping
  • Use Microsoft Office to perform duties such as correspondence, meeting minutes, spreadsheets, reports, grants, forms and memos
Qualifications for school secretary
  • Must possess a learning orientation to changing technology and business processes
  • Proficiency in Microsoft Word, Excel, and Outlook (word processing, spreadsheets, and calendaring)
  • 1 or 2 years College curriculum in Secretarial Science, or
  • 1 year experience working as Secretary
  • Typing – proficiency and formatting at 50 WPM (usually 2 or 3 courses, 6-9 credits)
  • Business Math/Accounting
5

School Secretary Job Description

Job Description Example
Our company is looking to fill the role of school secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for school secretary
  • Arrange meetings as required, notify participants, and arrange for all materials, food, facilities, AV equipment, budgets, travel, and support functions
  • Assist with the organization, preparation and ordering for receptions, open houses, information sessions and other University events
  • Supervise and coordinate schedules for student workers
  • Provide coverage for other clerical staff in the School of Health Sciences as requested
  • Some occasional weekend and evening coverage may be required for special events
  • Run weekly eligibility reports for grades and daily attendance reports
  • Process paperwork in order for students to participate in athletics and activities
  • Process coach’s and activity sponsor’s paperwork
  • Schedule games
  • Order buses for sports and school-wide field trips
Qualifications for school secretary
  • Ability to work with BANNER
  • Ability to multi-task and deal with shifting priorities
  • Ability to produce letters, tables, and documents using an alphanumeric keyboard
  • Demonstrated ability to maintain confidentiality and record of personal integrity
  • Have knowledge of computer functions and programs, including word
  • Demonstrate a working knowledge of basic office equipment

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