Secretary to the Principal - Coppell Middle School West

Coppell Independent School District Coppell, TX
Job Title: Secretary to Middle School Principal

Reports to: Principal

Dept./School: Campus Assigned

Wage/Hour Status: Nonexempt

Pay Grade: 205

Days Per Year: 226

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school's administrative staff. Responsible for all financial transactions within the campus and campus liaison between campus and business office.



High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

Minimum Experience:

Two years of secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

* Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.

* Maintain a daily teacher attendance log and records for substitute teachers. Monitor, train and process time clock records and process leave requests and reports as needed.

* Maintain school calendar of events.

* Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

* Update handbooks, policy manuals, and other documents as assigned

* Process travel forms and reimbursement according to procedures established by the business office.

* Assist principal in screening applicants and setting up interviews on campus

Reception and Phones

* Acts as a public relations agent between the school campus, district, and parents and PTO.

* Assist students, teachers, parents, and public as needed.

* Receive incoming calls, take reliable messages, and route to appropriate staff.

* Schedule meetings and appointments and maintain calendar for principal.

Accounting and Inventory

* Prepare and make cash deposits for activity account(s) in a timely manner. May be responsible for maintenance of activity check register(s) and ledger(s).

* Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.

* Maintain inventory of fixed assets, equipment, and supplies.

* Assist in maintaining petty cash fund.

* Run financial reports for budgeting purposes (e.g. sales tax monthly reports, activity fund balances and budget reports)

* Maintain all financial records regarding Federal Funds and file reports as needed.


* Assist with planning, preparation, and setup of faculty meetings and campus activities.

* Sort, distribute, or deliver mail and other documents.

* Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.

* Schedule all transportation requests and train responsible parties on processes.

* Enter all work orders and maintain a log of requests

* Maintain confidentiality.

* All other duties as assigned.

Supervisory Responsibilities:


Equipment Used:

Personal computer, printer, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.