School Secretary Job Profile and Description

A School Secretary is an individual, who is responsible for the provision of immensurable assistance to the school, the principal, and teachers. School secretaries perform general office tasks and a multitude of needs specific to the school. School secretaries work in either a deputed grade-level school or an administrative office location. They may even perform secretarial duties in private or public school buildings.

Duties and Responsibilities

  • Transcribing or composing from rough draft, bulletins, memorandums, correspondence, and other materials, using computer or typewriter.
  • Supervising playground activities of students and monitoring classroom in temporary absence of a school teacher.
  • Greeting visitors to school, determining nature of business, as well as directing visitors to destination.
  • Filing and compiling student attendance and grade reports and other related school records.
  • Answering telephone to provide the requested information, taking message, or transferring calls.
  • Talking with student bumping problem, resolving the problem or directing student to other responsible worker.
  • Maintaining office supplies, ordering and dispensing school supplies, when needed.
  • Disbursing funds, recording financial transactions, auditing and balancing school-fund and other student-organization accounts.
  • Accepting and depositing funds for lunches, student activities, and school supplies.
  • Maintaining calendar of festival holidays, public holidays, scheduled school events, and so on.
  • Taking dictation in shorthand as well as transcribing notes, using computer or typewriter.
  • Scheduling meeting appointments for parents with the responsible school staff members. Recording school absences, processing lunch counts and the daily attendance.

Skills and Specifications

  • Conversant with school policies and procedures.
  • Conversant with educational structure.
  • Ability to operate a variety of office machinery.
  • Able to administer first aid in emergencies.
  • Should be dependable, punctual, and trustworthy.
  • Should display a cheerful, respectful, relaxed, and pleasing personality.
  • Should possess great love towards children.

Education and Qualifications

  • High school graduate with basic office skills.
  • Degree in any field from an accredited institution.
  • Relevant training or certification in office administration is an added advantage.