Elementary Secretary

Position Title: Elementary Secretary
Reports to: Elementary Principal
Work Hours: 8 hr./day-excluding lunch
Contract Days: 10 ½ months (194 – 150 student, eight academy days, 36 days extra (18
before & 18 after)

1. Answering telephone, taking messages and assisting callers.
2. Typing for principal and faculty.
3. Enter discipline referrals into the computer.
4. Monitor student traffic, faculty and other visitor traffic to see the principal.
5. Filing for principal, office filing, e.g. teacher absentees, memos, etc.
6. Email to staff and parent’s reminders and/or other announcements.
7. Sorting incoming mail.
8. Ordering supplies.
9. Maintaining fine list and grade cards to be held for fines.
10. Purchase order record keeping for payment and mailing for elementary and preschool.
11. Processing interoffice mail. Ex: activity requests, field trips.
12. Maintaining a calendar of approved events to coordinate with the superintendent's secretary.
13. Checking teachers out at the end of school and helping to begin the year.
14. Checking in all packages to faculty against packing slips and purchase orders for shortages for
elementary and preschool.
15. Working with student “back to school” registration and preparing all documents for registration.
16. Print and distribute grade cards to teachers.
17. Notify teachers of requests for absent student homework.
18. Compile and distribute Monthly Packets and weekly Thursday emails, both paper and
electronically to parents.
19. Making copies for anyone that needs them and keeping the copy machine in running order by
contacting the repair service if necessary.
20. Other duties may be assigned by the building principal or superintendent.
21. Cover in the Nurse’s Office when she is over in the high school building or absent and administer
medications as needed in the mornings.
22. Monitor visitors entering and leaving the building by having them sign in and out and giving
them a visitor pass.
23. Assist parents and visitors with concerns.
24. Keep parent and student information updated in the computer and bus list.
25. Help coordinate Fall & Spring picture dates.
26. Assist in receiving order forms and money for different events i.e.: yearbook sales, t-shirt sales,
PTA fundraisers.
27. Keep a daily list of any changes to normal afternoon routine changes and distribute bus passes.
28. Keep class lists up to date.
29. Work with bus personnel in communicating any changes in normal after school routine changes.
30. Collect lunch/breakfast money. Answer parent questions in regards to lunch/breakfast
accounts.
31. Email person responsible calling in subs when staff turn in absence requests. Keep track of
teacher’s absences and their subs.
32. Make a quarterly honor roll list and send papers to post.
33. Organize and design elementary yearbooks.
34. Other duties as assigned
35. Complies with and supports all school district regulations and policies

Students Records:
1. Maintain student files located in the office vault.
2. Make files for new students.
3. Copy and send student records to schools when students transfer out of the district.
4. Prepare files of 6th grade students to be sent over to the junior high/high school building.
5. Prepare all files of transfer students to be sent to the Central Office for storage at the end of the
school year.
6. Copy appropriate new student paperwork to be sent to principal, teacher, special services,
counselor, and nurse to view.
7. Notify appropriate people of new students registering or students moving out of the district.

Attendance Clerk:
1. Maintenance of elementary attendance in the computer database.
2. Establishing the morning absentee list for the elementary.
3. Email the list of absentees to the elementary staff.
4. Contact parents/guardians of absent students for absence verification (auto email goes out but
phone calls come in some days as well)
5. Entering attendance data on the computer for students coming in late or leaving early during
the school day.
6. Generate weekly attendance letters.
7. Maintain attendance records for yearly attendance audits.