Job Details

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
8/10/2026

Location:
Brooks-Quinn-Jones Elementary
Job Title: Secretary to Elementary School Principal Wage/Hour Status: Nonexempt

Reports to: Principal Pay Grade: CLT 5 / 222 days

Dept./School: Assigned campus Date Revised: 08/6/2018

Primary Purpose:

Ensure efficient operation of elementary school's administrative office and provide service for school's administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient word processing and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Knowledge of basic accounting principles

Experience:

One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports using personal computer.
2. Prepare instructional materials, meeting agendas, reports, and campus communication as requested, using personal computer.
3. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
4. Maintain school calendar of events.
5. Maintain telephone log and appointments for principal.
6. Maintain a daily teacher attendance log and records for substitute teachers.

Reception and Phones

1. Assist students, teachers, and parents as needed.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

1. Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
2. Maintain employee files, employment tracking list (resignations, transfers, new employees).
3. Update policy manuals, and other documents as assigned.

Accounting and Inventory

1. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
2. Receive, store, and issue supplies and equipment.
3. Assist with campus budget preparation.
4. Maintain inventory of fixed assets, equipment, and supplies.
5. Prepare and process purchase orders.
6. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).

Other

1. Coordinate campus activities, faculty meetings and campus improvement.
2. Sort, distribute, or deliver mail and other documents.
3. Perform other duties as assigned by Principal.
4. Maintain confidentiality.

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Equipment Used:

Personal computer, printer, copier, fax machine, calculator, walkie-talkie radios.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.