Job Title: Secretary to Principal, Registrar and Receptionist Exemption Status/Test: Nonexempt
Reports to: Principal Date Revised: 7/2026
Dept./School: Middle School Campus

Primary Purpose:
Ensure efficient operation of school administrative office and provide clerical services for school’s
administrative staff. Be responsible for maintaining student academic records including Public
Education Information Management System (PEIMS) data. Preform data entry including
accounting, demographics, attendance; or grades and process student enrollment, transfers, and
withdrawals at the campus level under minimal supervision.

Qualifications:
Education/Certification:
High school or GED
Special Knowledge/Skills:
Ability to maintain accurate and auditable records
Ability to use software to develop or maintain spreadsheets and databases and do word processing
Proficient keyboarding and file maintenance skills
Basic math skills
Strong organizational, communication, and interpersonal skills
Ability to meet established deadlines
Ability to follow written instructions
Ability to operate multi-line phone system
Experience:
Experience is preferred

Major Responsibilities and Duties:
Records, Reports, and Correspondence
1. Maintain student academic records and process requests for information and transcripts. Process new
student records, including requesting transcripts and records from other schools.
2. Coordinate grade reporting process, including verification and correction of grades and preparation
and distribution of report cards.
3. Prepare and distribute University Scholastic League (UIL) eligibility lists.
4. Calculate grade point averages, class rank, and prepare honor rolls.
5. Assist counselors with the enrollment, withdrawals, and transfer of students.
6. Assist campus administration and counselors with the preparation of reports and student data
information.

7. Collect and enter attendance and PEIMS data into established database and verify
accuracy according to prescribed procedures.

8. Assist parents, students, and faculty with questions regarding student attendance.
9. Compile, maintain, file, and distribute all reports, records, and other documents as required following
established procedures.
10. Maintain a daily teacher attendance log and records for substitute teachers. Compile information and
submit to central office according to established procedures and deadlines.
Reception and Phones
11. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
12. Greet and direct campus visitors. Maintain visitor log and issue visitor passes.
13. Assist students, teachers, and parents as needed.
14. Assist with the receipt and distribution of student materials, including homework requests.
15. Receive, sort, and distribute mail, messages, documents, and other deliveries.
16. Provide clerical assistance as needed including assisting with the scheduling of appointments.
Accounting and Inventory
17. Prepare and make cash deposits for activity account(s). Responsible for maintenance of activity check
register(s) and ledger(s).
18. Prepare and process purchase orders following district standards and requirements. Receive, store, and
issue supplies and equipment.
Other
19. Maintain school calendar of events and be aware of campus activities.
20. Sort, distribute, or deliver mail and other documents.
21. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s
absence.
22. Maintain confidentiality.

Supervisory Responsibilities:
None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all
responsibilities and duties that may be assigned or skills that may be required.