Position Title: Substitute Secretary

Reports To: Building Principal / Department Supervisor

Position Summary:

The Substitute Secretary provides temporary clerical and administrative support in the absence of the regular secretary. This position ensures the efficient operation of the school office while maintaining a professional, welcoming, and confidential environment for students, staff, and families.

Essential Duties and Responsibilities:

• Provide front office coverage, including greeting visitors, staff, and students in a professional manner

• Answer and direct phone calls; take and relay messages accurately

• Perform general clerical duties such as filing, copying, scanning, and data entry

• Assist with attendance, student sign-in/sign-out, and daily record keeping

• Maintain confidentiality of student and staff information in accordance with district policies and FERPA

• Utilize district systems (e.g., student information systems, email, scheduling tools) as needed

• Support communication with parents/guardians via phone, email, or written correspondence

• Assist with preparation of materials, reports, and correspondence

• Manage incoming and outgoing mail and deliveries

• Provide support for building-level needs as directed by administration

Qualifications:

• High school diploma or equivalent required

• Prior clerical or office experience preferred, especially in a school setting

• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office technology

• Strong organizational, communication, and interpersonal skills

• Ability to multitask and work in a fast-paced environment

• Ability to maintain strict confidentiality

• Customer-service oriented mindset

Working Conditions:

• Fast-paced school office environment

• Frequent interruptions and need for flexibility

• Interaction with students, staff, parents, and community members

Physical Requirements:

• Ability to sit and stand for extended periods

• Ability to lift and carry light materials (up to 25 lbs)

• Manual dexterity for operating office equipment

Additional Requirements:

• Must meet all state and district clearances (e.g., background checks, child abuse clearance, FBI fingerprinting)

• Ability to follow district policies and procedures