Hogan Preparatory Academy
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Middle School Front Office Secretary
at Hogan Preparatory Academy
Job Title: Front Office Secretary
Reports To: Principal
FLSA Status: Non-Exempt
Contract Days: 12 months
The purpose of this position is to assist the Principal in maintaining an organized, efficient, and friendly front office environment for students, parents and employees. The position consists of clerical, administrative and customer service duties that must be performed at a high level of accuracy and timeliness.
General Office Support
- Initial contact person for all parents and visitors to the school
- Provide front office support, including answering incoming calls
- Broadcast daily announcements
- Contact person for all copier maintenance and repairs
- Maintenance of postage meter, including adding funds as needed.
- Sort and date stamp all incoming mail and distribute to appropriate staff members’ mailboxes
- Maintain stock of supplies for certified mail and process outgoing certified mail
- Create mailing labels, processing of outgoing mail and delivery of outgoing mail to the Post Office
- Maintain transportation forms; document new and returning students to provide information to district transportation contact
- Create, print and distribute student ID badges as needed
Student Application & Enrollment Process
- Distribution of re-enrollment forms for current students (except seniors) - spring of each year
- Collection and processing of potential student enrollment forms
- Enrollment - Transcripts, create and maintain spreadsheets for principal & superintendent, creating enrollment packets for parents
Cash Management Duties
- Cash management through the collection of funds for breakfast, lunch, fundraiser sales, uniform sales and other cash receipts as necessary. Complete a Cash Receipt Form for money received
- Sale and inventory of uniform shirts
Ordering Supplies & Requisition Process
- Place orders online for all office supplies
- Distribute office supplies to employees as requested on Employee Office Supply Request Forms
- Process and seek approval for all fundraiser forms; approval; notify sponsor of status; publish fundraiser in weekly bulletin
- Maintain Employee Calling Tree and work with the Principal to inform all employees in the event of school cancellation
- Processing and distribution of End of Year Student Checklist for all textbook return, lockers check and return of lock
- Maintain calendar of employee birthdays; obtain administration signature on birthday cards; distribute birthday cards and gift in employee’s mailboxes
- Parent recruitment activities such as handing out information flyers when parents are in building
- Assist as required with snack program – documenting amounts received to students, counting amounts in supply closet, handing out and organizing food in building
- Assist as required with Saturday school – creates spreadsheet lists based on missed detention, posting lists for students, hands out Saturday school papers to students to take home, setting up all call ins in PowerSchool to inform parents of up-coming times – answers questions to parents for the who, what, when and why
- Assist Attendance Clerk with tardy student sign in
- Assist with annual DESE requirement to have each student complete Free and Reduced Lunch forms
- Assist Registrar with data entry in student information system
- Assist Business Manager with Student Billing and collection
- Regular and dependable attendance
- High School Diploma or GED preferred
- Three years administrative experience and/or training. College may be substituted for experience
KNOWLEDGE, SKILLS AND ABILITIES
- Excellent verbal and written communication skills
- Strong PC skills including Microsoft Word and Excel
- Self-starter with ability to handle multiple tasks and frequent interruptions
- Ability to pass extensive background check
- Ability to maintain confidentiality regarding staff and students
- Ability to operate a multi-line phone system
- Ability to respond to common inquiries or complaints from parents and students
- Ability to define problems, collect data, establish facts, and draw valid conclusions
- Ability to work independently
- Ability to follow internal procedures to ensure internal controls are properly maintained
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff, and students.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.
OTHER SKILLS AND ABILITIES: Demonstrated ability to operate a personal computer and related software. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Directors policies.
PHYSICAL DEMANDS: The physical demands described here 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.
While performing the duties of this job, the employee is almost continuously required to sit, talk, or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm, or finger motion many times as in typing. Specific vision abilities required by this job include close vision, and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee is continuously interacting with the public, staff, and students. The employee frequently will be required to meet multiple demands from several people. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Hogan Preparatory Academy is an equal opportunity employer. All aspects of the District programs are offered without regard to race, color, national origin, sex, age or disability in compliance with the employment procedures.
Job Contact Information
Monday, May 20, 2019 12:00 AM
(Central Standard Time)