School Administrative Assistant/Secretary

School Secretary/Administrative Assistant

City & State: Camp Hill, PA School: Trinity High School Payroll Grade: 10 FLSA Status: Non-exempt

Position Description: The school secretary works in the administrative office of the 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 the telephone and address caller questions and concerns.
• Transfers calls to the 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.
• Prepares and contributes to the 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 the school office.
• Contacts parents in the event of student illness or behavioral issues.
• Maintains student records and files.
• Uses a computer database or filing system to update records as necessary.
• Manages and updates the school calendar.
• Provides administrative support to the principal or other upper-level administrators as needed.
• Takes dictation and transcribes documents.
• Attends office meetings and takes minutes.
• Distributes paychecks to school staff.

Required Knowledge, Skills, Attributes, and Abilities:

• Demonstrates strong interpersonal skills.
• Maintains a professional and friendly demeanor.
• Possesses excellent organizational skills.
• Manages time and multi-tasks effectively.
• Works well with a variety of students, administrators, and parents.
• Remains polite and calm when dealing with troublesome students or frustrated parents.
• Possesses basic computer skills and knowledge of Microsoft Office and Google Workspace applications.
• Familiarity with budget and publishing software such as Quicken, Canva, or Adobe is a bonus.
• Demonstrates the ability to think creatively.
• Demonstrates strong writing and editing abilities.
• Possesses excellent telephone etiquette.
• Communicates clearly and effectively.
• Handles confidential student records in a responsible fashion.
• Demonstrates familiarity with basic office equipment such as multi-line phones, fax machines, printers, and scanners.

Education and Experience Qualifications:

• High school diploma, GED, or equivalent is required.
• Must be 21 years of age or older.
• An associate's degree or a bachelor's degree is recommended, especially in the fields of business, administration, communications, or customer service.
• Previous work experience in an office setting is highly preferred.

Work Environment:

• The majority of working hours will be spent in a sedentary office setting.
• Light physical activity such as walking, standing, and lifting up to approximately 10 pounds is required on a daily basis.
• Must be able to stay in one area and work quietly for long periods of time.
• May require some local travel to complete office errands.