The Head Secretary serves as the primary front office lead and plays a critical role in creating a welcoming, organized, and student-centered school environment. This position provides high-level administrative, operational, financial, and communication support to school leadership while serving as the first point of contact for students, families, staff, and community members.
The Head Secretary supports efficient school operations, ensures compliance with district and state requirements, and contributes to a safe, respectful, and inclusive school culture.
Essential Functions
Serves as the primary front office contact, modeling professionalism, warmth, and calm communication in all interactions with students, families, staff, and the community.
Composes documents and prepares written materials for communicating information to school and district personnel, families, and stakeholder groups
Processes documents and materials for the purpose of disseminating accurate and timely information.
Establishes and maintains routine office and building procedures to ensure compliance with district policies, state regulations, and efficient workflow.
Maintains manual and electronic student and school records in compliance with FERPA and district retention regulations..
Supports student attendance processes including monitoring attendance, communicating with families, preparing reports, and maintaining accurate documentation.
Processes student enrollment and withdrawal procedures and maintains accurate records in the student information system.
Supports PBIS, MTSS, and behavior documentation systems (e.g., referral processing, data entry, tracking systems) to ensure accurate and timely reporting.
Coordinates building logistics including substitute communication, event scheduling, and family notifications.
Manages Associated Student Body (ASB) accounts in accordance with district and state guidelines, including receipting, deposits, reconciliations, and financial reporting.
Handles school funds with accuracy and integrity, including receipting payments, preparing bank deposits, maintaining financial records, and ensuring compliance with internal controls and audit requirements.
Assists the principal with monitoring and tracking school budgets and building-level expenditures to ensure fiscal responsibility and compliance with district procedures.
Responds to inquiries from staff, families, and community members in a professional, solution-oriented manner, including navigating sensitive or emotionally charged situations with discretion and care.
Supports assigned administrative personnel with a high level of autonomy while maintaining alignment with district policies and building procedures.
Assists with building safety procedures and emergency protocols as needed.
MINIMUM QUALIFICATIONS
1. High school diploma or GED.
2. Experience as a secretary or administrative assistant preferred.
3. Experience in a school or education setting preferred.
4. Experience working with children and families preferred.
5. Experience with Microsoft Office programs required.
6. Experience with financial recordkeeping or account management preferred.
7. Experience with student information systems preferred.
8. Bilingual skills preferred (Spanish).
