Pattern Faculty Secretary Job Description

Full faculty secretary job description offers a full understanding of this function and the abilities and {qualifications} required to fill it efficiently.

School secretary on phone with students in background

The varsity secretary performs a necessary function within the easy operation of the college and offers key assist providers to all of the stakeholders together with workers, college students and oldsters.


Normal Goal

To carry out a wide range of secretarial, clerical and administrative duties in assist
of the operation of the college and in assist of the principal, workers, college students
and oldsters.

Foremost Job Duties, Duties and Duties

Submitting techniques and database administration

  • arrange and keep submitting techniques for college kids and workers – paper and digital
  • create, keep and enter data into databases
  • find and fasten acceptable recordsdata to incoming correspondence requiring a response
  • find and supply knowledge as requested

Scholar and workers attendance

  • observe pupil and workers attendance
  • confirm mother and father’ and docs’ notes and examine any discrepancies in attendance data
  • notify mother and father of pupil absences
  • course of and observe workers depart requests
  • coordinate substitute personnel for absent workers members
  • maintain correct workers and pupil attendance data and submit studies as

Faculty processes and procedures

  • handle faculty processes and procedures to make sure compliance with faculty and District
  • enrol and withdraw college students from faculty in accordance with faculty and district
  • meet with new college students and oldsters to finish registration and orientation course of
  • present school-specific administrative assist processes equivalent to pupil
    providers, locker assignments, exercise types
  • keep disciplinary monitoring techniques and recordsdata in accordance with rules
  • coordinate and monitor security procedures for the aim of guaranteeing security of scholars and

Schedules and calendars

  • schedule and make sure appointments for workers members
  • keep appointment and occasion calendars
  • coordinate conferences and occasions

Monetary duties

  • put together and submit payments for fee
  • course of buy orders and confirm invoices
  • put together and course of accounts payable
  • observe expenditure for funds functions
  • receipt and deposit all monies collected from workers
  • handle payroll features together with sustaining timekeeping data and
    processing and submitting payroll


  • collect and collate data to arrange data-related studies
  • present workers and stakeholders with correct data concerning faculty operations
  • produce studies in compliance with authorized and administrative necessities


  • function electronic message techniques and coordinate the movement of knowledge
    internally and externally
  • put together and distribute acceptable communications together with newsletters, emails and bulletins
  • put together a wide range of paperwork together with correspondence, agendas, occasion
    applications, studies, schedules and calendars
  • compose, sort and distribute minutes of conferences

Entrance desk duties

  • function a central data level to the general public, college students and workers
    concerning school-related issues and procedures
  • reply incoming calls, present data, direct calls the place needed and take messages
  • greet guests, deal with inquiries and direct guests to the suitable
    vacation spot
  • learn, kind and distribute incoming faculty mail

Gear and stock

  • function workplace gear together with fax machines, copiers, scanners, printers
  • maintain workplace gear in good working situation
  • observe stock and order provides

Training and Expertise

  • related coaching or qualification
  • working information of related software program purposes together with database administration
  • information of present workplace operations and procedures
  • working information of ordinary workplace gear
  • proficient in spelling, punctuation, grammar and different English language expertise
  • confirmed expertise of manufacturing communications and paperwork
  • information of college insurance policies and procedures

Competencies and Expertise

  • organizational and planning expertise together with the power to keep up an efficient steadiness between a number of and competing priorities
  • problem-solving expertise
  • capable of train sound judgment in making choices
  • consideration to element and accuracy
  • confidentiality, integrity and adherence to moral requirements
  • crew member
  • range oriented – capable of work successfully with individuals no matter age, gender, race, ethnicity
    or faith
  • vitality and enthusiasm

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