A school secretary plays a key role in the smooth operation of a school by providing administrative and clerical support to the principal, staff, students, parents, and visitors[2]. Common duties and responsibilities of a school secretary include:
- Administrative Support: Managing phone calls, emails, correspondence, scheduling appointments and meetings, and maintaining calendars for school staff[2].
- Record Keeping: Maintaining and organizing school records such as student attendance, enrollment data, and staff records; ensuring accuracy and confidentiality[2].
- Communication: Serving as a point of contact for communication between the school and the community; distributing memos, newsletters, and handling correspondence related to school operations[2].
- Student Services: Assisting with student registration, withdrawals, maintaining student files, and updating contact information; supporting enrollment periods and coordinating school events[2].
- Front Desk Operations: Greeting visitors, handling inquiries, monitoring entry and exit of students, staff, and visitors, and ensuring security protocols are followed[2].
- Office Management: Coordinating office activities, supervising office staff or student workers, determining work priorities, and supporting school administrative operations[1][4].
- Financial and Budget Assistance: Organizing budget and financial material, processing purchase orders, maintaining school fund accounts, handling petty cash, and monitoring office supply inventory[5].
- Personnel and Payroll: Maintaining staff lists, processing timesheets, supporting payroll absence reporting, and orienting substitute teachers or new staff[4][5].
- Document Preparation: Typing and composing correspondence, minutes, reports, bulletins, and other documents as needed[3].
- Policy and Procedure Support: Providing information to staff, students, and parents on school policies, procedures, and regulations[4][7].
- Equipment Operation: Operating office equipment such as computers, copiers, and fax machines[3].
- Confidentiality: Maintaining administrators’ confidential files and handling sensitive matters responsibly[3].
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