Campus Secretary / Receptionist Rice Intermediate Middle School

Job Title: Campus Receptionist / Registrar / Secretary to the Principal/Attendance/PEIMS Clerk
Reports to: Principal

Primary Purpose:
Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding skills
Effective organization, communication, and interpersonal skills
Ability to follow written instructions
Ability to operate multi-line phone system
Proficient word processing and file maintenance skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word
processing.
Knowledge of basic accounting principles
Experience:
One year clerical experience in office setting

Major Responsibilities and Duties:
Records, Reports and Correspondence
1. Schedule meetings and appointments and maintain calendar for principal and school events.
2. Assist students, teachers, and parents as needed.
3. Prepare and process requisitions.
4. Receive, store and issue supplies and equipment.
5. Sort, distribute, or deliver mail or other documents.
6. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s
7. absence.
8. Prepare written correspondence, forms, schedules, or reports using personal computer.
9. Prepare instructional materials, meeting agendas, honor rolls, campus marquee, and campus communication as requested, using personal computer.
10. Verification and correction of grades, and printing and distribution of report cards for grades 2-4.
11. Assist counselors with enrollment, withdrawals, and transfer of students and process applicable records.
12. Collect and enter attendance and PEIMS data into established database.
13. Prepare and print reports, including attendance reports, grades, class or personnel rosters, end of semester reports, or accounting reports.
14. Maintain physical and computerized records, including student cumulative folders, progress and failure reports, class rosters, gradebooks, and schedule changes if applicable.
15. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.
16. Assist parents, students, and faculty with questions regarding student attendance.
17. Call parents to verify student absences as needed.
18. Receive, store, and issue supplies and equipment.
19. Assist with the coordination of faculty meetings and campus activities.

Reception and Phones
20. Receive incoming calls, take reliable messages, and route to appropriate staff.
21. Greet and direct campus visitors.
22. Assist parents in checking students in and out of school.
23. Maintain visitor log and issue visitor passes.

Other
24. Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
25. Maintain confidentiality.
26. Receive, sort, and distribute mail, messages, documents, and other deliveries.


Supervisory Responsibilities:
None.

Equipment Used:
Multi-line phone system and personal computer.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress; work with frequent interruptions. Continuous sitting.