Job Title: Elementary Building Secretary
Location: United Community School, 1284 U Avenue, Boone, IA 50036
Reports To: School Principal
FLSA Status: Non-Exempt
Job Summary:
The Elementary Building Secretary serves as the front-line administrative support for the school, playing a vital role in ensuring the efficient and smooth operation of the school’s daily activities. This individual will be responsible for a variety of clerical, administrative, and communication duties, interacting regularly with students, staff, parents, and community members. The ideal candidate must be highly organized, self-motivated, possess strong multi-tasking abilities, and demonstrate excellent interpersonal and communication skills. A high level of proficiency in school software systems and office technology is essential for this position.
Essential Functions:
1. Administrative Support:
Provide clerical support to the principal and other school staff by managing calendars, scheduling meetings, and preparing correspondence.
Answer, screen, and route incoming phone calls, emails, and other inquiries, ensuring clear and professional communication.
Prepare and maintain student records, including attendance, enrollment, health records, and academic progress.
Assist with the preparation and organization of school events, meetings, and activities.
Maintain and order office supplies, ensuring the smooth operation of the school office.
Assist in preparing materials and correspondence for parent communication, including newsletters, forms, and notices.
2. Multi-Tasking & Time Management:
Juggle multiple tasks and prioritize daily responsibilities, ensuring all duties are completed in a timely and efficient manner.
Manage the front office’s high volume of visitors, phone calls, and requests, while ensuring that no task is overlooked.
Track and maintain student attendance and absences, promptly notifying appropriate staff and parents of attendance issues.
Coordinate appointments for students, staff, and visitors, ensuring efficient scheduling of meetings and appointments.
3. Interpersonal & Communication Skills:
Serve as the primary point of contact for parents, staff, and visitors, providing information or redirecting them as needed.
Maintain a friendly and professional demeanor while interacting with parents, students, and visitors, offering assistance in a welcoming and helpful manner.
Serve as a liaison between the principal and other school staff, ensuring clear communication and support across departments.
Communicate effectively and with sensitivity regarding student-related issues, such as attendance, health concerns, and disciplinary matters.
4. Knowledge of School Software Systems:
Utilize school software systems (e.g., student information systems, attendance tracking, grade books, etc.) to maintain and update student records.
Proficiently use office software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite, and other relevant applications.
Assist in generating reports and documentation as needed for school management and district compliance.
5. Self-Motivation & Initiative:
Work independently with minimal supervision, maintaining a high level of initiative and self-motivation in completing daily tasks.
Proactively identify and address office-related needs, ensuring that workflows remain efficient and tasks are completed on time.
Demonstrate a willingness to take on additional duties as needed, with flexibility in handling shifting priorities.
6. Confidentiality & Recordkeeping:
Handle sensitive student, staff, and school-related information with the utmost confidentiality and professionalism.
Maintain accurate and up-to-date records and files, ensuring they are easily accessible when required.
7. Student & Parent Interaction:
Greet and assist students and parents with various needs, including early dismissals, attendance issues, school policies, and general information.
Support the needs of students arriving or leaving school, ensuring safe and accurate documentation of any changes to student routines.
Assist with student health forms, emergency contact information, and the distribution of any required school forms.
8. Support for School Operations:
Assist in organizing and supporting school-wide events, meetings, and school activities, ensuring all logistics are addressed.
Assist with organizing school-wide communication, including newsletters, announcements, and mailings to parents or staff.
Work closely with the school principal, counselors, and other staff to ensure smooth and coordinated school operations.
Qualifications:
Required:
High School Diploma or equivalent (some college coursework preferred).
Strong multi-tasking and organizational skills.
Excellent interpersonal and communication skills, both verbal and written.
Ability to work independently and manage time effectively.
Proficiency in using office software (Microsoft Office Suite, Google Suite) and school-specific software systems.
Strong attention to detail, accuracy, and confidentiality.
Ability to prioritize and manage multiple responsibilities in a fast-paced environment.
Positive, professional, and welcoming attitude in all interactions with students, staff, and parents.
Preferred:
Previous experience as a secretary or in a school office environment.
Experience with Infinite Campus or another student information system (e.g., PowerSchool, Skyward, etc.).
Basic knowledge of school policies and procedures.
Ability to work with diverse populations and foster an inclusive school environment.
Working Conditions:
Office environment within a school building.
Regular school hours with occasional after-hours events or meetings.
Interaction with students, parents, staff, and the general public.
Must be able to sit for extended periods and handle repetitive tasks.