Secretary III - West Central School (Seasonal)

Reports To
Principal and Assistant Principal

Position Summary
The Secretary 3A serves as a critical member of the school administrative team, providing comprehensive support in financial management, attendance and staffing coordination, compliance, front office operations, hiring support, and building safety. This role requires strong organizational skills, professional judgment, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced educational environment.
The Secretary 3A will complete all tasks in consultation with the Principal and Assistant
Principal.

1. FINANCIAL OPERATIONS & BUDGET MANAGEMENT (25%)
Primary Duties and Responsibilities
Maintain and monitor the building budget and expenditure records.
Process vendor requests, requisitions, and financial documentation.
Track expenditures for accuracy and compliance with district procedures.
Collect staff lunch payments and submit funds to the fiscal office.
Maintain audit-ready financial records and assist with budget planning.
Performance Expectations
Financial records are accurate, timely, and audit-ready.
Budget tracking is maintained consistently, and discrepancies are addressed promptly.

2. STAFF ATTENDANCE, COVERAGE & TIMEKEEPING (20%)
Primary Duties and Responsibilities
Report and track daily staff attendance.
Assist with coordinating coverage for staff absences to maintain required staffing ratios.
Manage Kronos timekeeping records and resolve discrepancies.
Monitor attendance trends and communicate concerns to administration.
Submit contracted employee timesheets to appropriate agencies weekly.

Performance Expectations
Attendance data is accurate and communicated promptly.
Coverage needs are addressed efficiently with minimal disruption.

3. STAFF SUPPORT, RECORDS, COMPLIANCE & COMMUNICATION
(20%)
Primary Duties and Responsibilities
Maintain and update confidential personnel records and databases.
Communicate staffing updates to required departments.
Assist Principal and Assistant Principal in managing platforms for parent and staff communications.
Process accident and incident reports with administration.
In collaboration with staff and leadership, prepare Student of the Month recognition materials.
In collaboration with staff and leadership, prepare Staff of the Month recognition materials.
Assist Staff Secretary with National School Lunch Program Point of Sale as needed for coverage.
Ensure compliance with recordkeeping and documentation requirements.
Performance Expectations
Personnel records are current, secure, and compliant.
Staffing communication is timely and accurate.

4. FRONT OFFICE OPERATIONS & VISITOR MANAGEMENT (15%)Primary Duties and Responsibilities
Greet visitors and monitor building entry.
Enforce visitor management procedures and safety protocols.
Answer phones and respond to radio communications.
Support emergency procedures and communicate security concerns promptly.
Provide professional customer service to staff, families, and visitors.
Performance Expectations
Front office operations are efficient and professional.

5. HIRING & ONBOARDING COORDINATION (10%)
Primary Duties and Responsibilities
Schedule interviews and appointments for candidates.
Maintain onboarding/offboarding records and spreadsheets.
Prepare and organize new hire documentation.
Coordinate communication regarding onboarding requirements.
Performance Expectations
Hiring and onboarding processes are organized and documented.

6. OFFICE OPERATIONS & SUPPLY MANAGEMENT (10%)
Primary Duties and Responsibilities
Maintain inventory of office and school supplies.
Place orders and monitor supply levels.
Maintain organized office systems and records.
Assist with projects and administrative assignments as needed.
Performance Expectations
Supplies and office systems support uninterrupted operations.
PROFESSIONAL COMPETENCIES & EXPECTATIONS
Ability to handle confidential information with discretion, professionalism, and integrity.
Excellent organizational, time management, and leadership skills.
Strong attention to detail and commitment to accuracy.
Outstanding communication and interpersonal skills.
Proficiency in Microsoft Office Suite and administrative software.
Strong problem-solving and prioritization skills.
Commitment to teamwork and customer service.

WORKING CONDITIONS & KEY NOTES
Percentages may fluctuate based on operational needs and staffing levels.
Attendance management and coverage coordination take priority during urgent situations.
The position requires frequent task-switching and real-time problem solving.
Confidentiality standards must be maintained at all times.