Secretary to the Principal - 52 Weeks at Kentwood Public School District

     

Schedule: 8 hours/day - 5 days/week - 52 weeks/year

Bargaining Unit: 4230

Essential Job Functions:

• Responsible for being a positive first contact person for parents and visitors. Respond to and answer phone calls for the Principal.
• Provide secretarial support for building administration.
• Schedule and maintain multiple calendars for the Principal and the school-wide building calendar for events and activities.
• Coordinate and arrange conferences, communicating effectively with staff and parents regarding scheduling and logistics.
• Manage and update school social media platforms and the staff webpage.
• Publish and distribute the weekly Principal’s bulletin to staff.
• Maintain accurate records and reports for at-risk funded programs, ensuring audit readiness.
• Oversee substitute teacher management through Frontline: approve requests, reconcile usage, and coordinate coverage when substitutes are unavailable.
• Assist with staff evaluations by generating reports and scheduling certified staff observations.
• Collaborate positively with co-workers, administration, students, parents, and the community.
• Coordinate testing logistics, including scheduling, communication, and support for students and staff.
• Approve staff time-off requests, process payroll for building staff, and submit bi-weekly payroll to central office.
• Support the hiring process by reviewing new hire applicants in Frontline, scheduling interviews, assisting administrators, processing paperwork, and onboarding new staff.
• Assist central office with Schedule B processing and compile department chair responsibilities.
• Update and maintain yearly staff forms and information including, but not limited to: master calendar, clubs, lunch schedules, conference periods, and staff locations, etc.
• Reconcile building P-card statements and oversee purchasing for office supplies, equipment, and student council orders.
• Support end-of-year student events including honors night, graduation, etc.
• Coordinate staff celebrations such as potlucks, service awards, and retiree recognition securing donations when necessary.
• Assist with annual Open House and new staff/student orientation activities.
• Serve as the point of contact for staff injuries and maintain related documentation.
• Maintain general filing systems, interoffice forms, and personnel records.
• Track and report student teacher assignments for HR.
• Enter and process internal professional development requests and registrations, reviewing approvals and managing payments.
• Provide backup support to other secretarial and receptionist staff as needed.
• Regular, reliable and punctual attendance
• Other duties as assigned.

Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility

Equipment:  Use standard office equipment, such as personal computers and copiers.

Travel Requirements:  Travel between schools, or between schools and central offices, may be required for certain positions.

Knowledge, Skills, and Abilities:

• Experience working with computers, required.
• Working knowledge of Windows and Google based programs required.
• Willing and able to learn the district’s e-mail, student records, payroll, and financial systems.
• Excellent customer service and communication skills (verbal and written).
• Ability to work independently with minimal direction.
• Excellent organizational skills, including filing and record maintenance.
• Work well with all employees, parents, students and community members.
• Evidence of leadership ability.
• Respect for confidentiality of information.
• Able to handle diverse projects, be flexible and take initiative.
• Demonstrated ability to work well in high stress situations.
• Ability to work in an economically, culturally and racially diverse environment.

• Post high school education in the field of secretarial skills and procedures or three years to five years successful experience as a secretary required.
• Associates degree preferred.

• Ada Requirements:  The physical demands, work environment factors, and mental functions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Physical Demands:   While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment), taste and smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.
• Work Environment:  The noise level in the work environment is usually loud to moderate.  
• Mental Functions:  While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.