Office Secretary

Openings as of 5/23/2026

Office Secretary

JobID: 2570

Position Type:

Secretarial/Clerical/Building Secretary

Date Posted:

5/20/2026

Location:

Vallivue Middle School

QUALIFICATIONS

High school diploma or General Education Degree, preference may be given to applicants with college education

Previous secretarial experience as determined by the Board

Knowledge of word processing, databases, spreadsheets, and reports

High level of competence in typing, filing, and general computer knowledge

Knowledge of automated office equipment and efficient office procedures

Good telephone skills and ability to communicate effectively

Work well with students, staff, and the public

Work well under pressure and deadlines

Excellent organizational skills

Maintain confidentiality of staff and students

PRIMARY RESPONSIBILITY TO

Building Principal

JOB SUMMARY

To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of secondary school students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

MAJOR DUTIES AND RESPONSIBILITIES

Interacting with Students and the Public

Managing the daily operations of the school office

Supervising and supporting office staff and reception duties

Serving as the primary point of contact for parents, students, staff, and community members

Maintaining student records, attendance, enrollment, and confidential files

Assisting administrators with scheduling, communication, reports, and school operations

Coordinating substitute coverage, staff absences, and front office logistics

Handling phone calls, emails, visitor check-ins, and customer service concerns professionally

Preparing correspondence, newsletters, agendas, and school communications

Assisting with state reporting, testing coordination, and compliance documentation

Maintaining calendars for administrators, meetings, and school events

Supporting student discipline procedures and documentation in systems such as Infinite Campus

Coordinating transportation, deliveries, and communication with district departments

Maintaining professionalism, confidentiality, and positive relationships with staff, students, and families

Assisting during emergencies, drills, and crisis situations

Supporting schoolwide events, registrations, orientations, and parent conferences

Ensuring the office environment remains organized, efficient, and welcoming

A head secretary in a middle school is often expected to be highly organized, calm under pressure, solution-oriented, and able to manage multiple responsibilities while maintaining confidentiality and professionalism.

Records and Reports

Maintain accurate enrollment and attendance records for various reports and forward to the district clerk as needed

Run daily tardy reports and mail attendance letters home when necessary

Prepare quarterly state attendance reports

Send student records as requested by schools and promptly request newly enrolled student records from other schools

Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received

Maintain records on all accidents, incidents, fire drill, and suspension notices, forwarding copies to the district office

Prepare such documents as reports, staff duty rosters, correspondence, handbooks, letters, student records, memos, and monthly statements

Maintain employee records, such as absences, and submit to the district office monthly

Prepare a monthly substitute teacher report for the payroll department of the district Office

Assemble and maintain reports and information in an acceptable manner, providing ready access for the building principal and the district office, including the individual school's banking and checking accounts

Miscellaneous Office Tasks

Call and schedule substitute teachers and prepare their timesheets

Maintain a well organized, up to date filing system

Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners

Assist the building principal in processing incoming supplies and equipment, checking original purchase orders, authorizing purchases, and submitting appropriate paperwork to the district office to facilitate proper payments for goods or services received by the school.

Other

Assist teachers in preparing instructional material as requested within the allowable time frame as set forth by the building principal

Assume the duties of the bookkeeper when the bookkeeper is absent

Exercise administrative authority and perform such tasks as may be delegated by the principal

Make necessary administrative decisions in the absence of the building principal

Keep immediate supervisor informed of activities and any issues that may arise

Attend faculty meetings as required

Assume responsibility for his or her continuing professional growth and development by attendance at in services or trainings

Seek assistance should emergencies arise

Represent the school district in a positive manner

Know and follow school district policy and chain of command

Perform other duties as assigned

BENEFITS:

District benefit package for full time employees working 20+ hours per week:

Medical/vision/dental insurance

$30,000 life insurance with option to purchase additional coverage

Employee assistance program (EAP)

Unlimited accumulation of sick leave

Personal, bereavement, professional leave, vacation (if applicable)

Credit reimbursement of up to $300 per year

EVALUATION

Performance of this position will be evaluated annually by the building principal in conformance with federal and state law, administrative rules, and Board policy.

TERMS OF EMPLOYMENT

This position shall be considered in all respects "employment at will". The "employment period" and other descriptions and terms set forth in this job description shall not create a property right for the employee. These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.