Duma Works is recruiting a School Administrative Secretary for our client; a reputable International school with the state of the art facilities for learners and best practices in the education sector.
School Administrative Secretary Job Responsibilities
Record-keeping/Database Management
- Responsible for implementing and maintaining all office and school record-keeping systems.
- Maintain a comprehensive web-based student database.
- Develop and tracks records and reports related to incidents, accidents, billing, average daily attendance, and test scores.
- Use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information.
- Complete forms which include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, enrollment cards, rosters and other related forms.
- Create and maintains student files.
- Maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed.
Document Preparation
- Prepare, create, and compose letters, reports, bulletins, and other documents for the school or instructional programs.
- Answers routine correspondence for the school manager.
- Prepare documents from rough draft, notes, recordings, or oral instructions.
- Submit print requests.
- Prepare reports from confidential records.
- Operate computer and standard office equipment.
Communication/Customer Service
- Act as liaison between the school site and the general public by researching and conveying information concerning rules, regulations, policies, and laws.
- Addresse standard inquiries by letter, phone, e-mail, fax or personal contact.
- Maintain internal communication system insuring instructional, probation, and support personnel are kept informed of needed information.
- Interact with and assist students when necessary.
- Draft and interpret regulations and deal with queries and complaints procedures.
- Assist students and parents/guardians by explaining and enforcing school site requirements.
- Communicate as necessary with supervisor.
- Maintain confidentiality of records.
Site / Program Support
- Ensure that appropriate calendars of activities are maintained for the school including establishment of schedules for
parent conferences, Individualized Education Program (IEP) meetings, school visitors, and other meetings. - Assist in the process of registering new students.
- Coordinate and schedule transportation for students and staff.
- Assist manager and other staff in planning and preparing for staff meetings, inservices, conferences, and workshops.
- Assist in the development of office procedures;
- Ensure appropriate security and safety methods are employed within the office.
- Order supplies and equipment for school ensuring adequate levels are maintained.
- Organise and facilitate a variety of educational or social activities.
Qualifications for the School Administrative Secretary Job
- A degree or higher in Business Administration or related field.
- 5+ years’ experience in an administrative role.
- Any combination of training and/or experience which demonstrates ability to perform the duties as described.
- Experience working at a school site is desirable.
Knowledge of:
- Standard administrative procedures and office operations, English grammar, punctuation, and spelling.
- Business formatting of documents.
- Basic research techniques.
- Standard software applications.
- Budget and accounting principles.
- Standard types of office filing systems.
- Proper telephone etiquette.
Skill and Ability to:
- Operate standard office equipment.
- Accurately prepare, create, edit, and design memos, reports, letters, and other documents.
- Maintain complex databases and management information systems.
- Learn new software applications.
- Communicate effectively in oral and written form.
- Proofread material and make necessary corrections.
- Utilize time management techniques to organize and prioritize work.
- Read, interpret, and apply rules, laws, and procedures.
- Follow instructions.
- Work independently.
- Maintain confidentiality of student and program information.
- Work cooperatively and effectively with students, parents/guardians, colleagues and the general public.
Skills
- Strong interpersonal skills to help you relate to students, academic staff, teachers, senior managers and colleagues in other areas of education administration.
- Excellent written communication skills.
- Team working skills and the ability to work alone without supervision.
- The ability to deal positively with change.
- Experience in organising, prioritising and managing your time effectively.
- IT skills in areas such as word processing, spreadsheets, databases and the internet as well as the use of social media.
- A flexible approach to work.
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