School Administrative Secretary at Zurishaddai Recruitment Agency

Job Description

• Our client requires the services of a School Administrative Secretary to join its team. Under direction, the School Admnistrative Secretary supervises and manages the operations of the school's administrative and main offices and its staff.
• Ensures that school office and related administrative activities are conducted in accordance with established policies and procedures, makes decisions involving office routine and procedures, performs the more difficult and complex work, and leads and trains other office staff.
• Provides support to the principal's administrative duties, including first-line response, scheduling and correspondence, reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for assigned administrator's signature. Incumbent is responsible for interacting with all aspects of the school community and the school system.

Duties & Responsibilities

• Supervises, manages, schedules, trains, monitors and provides coverage in the operations of the school's administrative and main offices and its staff.
• Ensures that school office and related administrative activities are conducted in accordance with established policies and procedures, i.e., maintenance of vacancy database, school directory, school web page, outlook moderator, etc.
• Establishes office procedures and routines.
• Performs the more difficult and complex office work, independently.
• Schedules appointments, handles telephone calls, reads and distributes incoming mail, responds to inquiries, prepares/composes responses, and follows through on administrative tasks.
• Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for assigned administrator’s signature
• Maintains employee evaluation systems records and monitors related documentation.
• Manages and processes payroll and monitors leave requests and substitute teacher assignments.
• Processes confidential documents, records, and evaluations for staff and students.
• Participates in school security situations, including the local school crisis plan.
• Acts as security point person and report to the appropriate staff member.
• Administers all main office responsibilities for summer workload, activities, and preparation for the opening/closing of school.
• Supports summer school activities, providing support for teachers, students, and parents.
• Provides guidance to staff on personnel policy and procedural issues.
• Serves as point-of-contact for parent-teacher association, partnership programs, and community groups.
• Provides guidance and direction to students on a variety of office-related issues during the school day.
• Provides and monitors student in school detention.
• Participates in development and maintenance of school calendar such as PTA, Staff calendars and related schedules.
• Orients new staff to office and school procedures and practices.
• Provides general and specific information and guidance to a variety of stakeholders.
• Responds, resolves, diffuses administration, teacher, student, parent and community inquiries and issues.
• Makes decisions and manages all day-to-day operations and administrative matters.
• Manages financial transactions, including writing and signing checks.
• Prepare, facilitates, and participates in all internal audit functions for the school and follows up.
• Communicates, trains school staff, students, and parents, on all policies and procedures relating to financial functions, i.e. obligations, fundraisers, independent activities, etc. of the school.
• Sets up and arranges conferences and meetings, (Activities may include order food, setting up, advertising, etc.).
• Staff directory manager.
• Performs related duties as assigned.

Minimum Qualification Standards

Education &  Experience:

• B(Ed) in School Administration / Management or any related course.
• Minimum five years of progressively more responsible experience, three of which shall have been in the school Administrator
• Must Reside within Ejigbo and environs.

Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices and procedures; office management;standard records procedures;
• Great computer knowledge and proficiency to include multiple word processing, spreadsheet, and financial record systems.
• Ability to handle multiple tasks simultaneously, independently, and proactively; meet deadlines;
• Maintain confidential and important operating records and prepare reports from such records; compose letters and other correspondence in response to inquiries;
• Deal effectively and courteously with the school community;
• Ability to exercise sound judgment and discretion in applying and interpreting school policies and procedures.
• Demonstrates commitment to students;
• High degree of professionalism; and excellent problem-solving, organizational, communications, and interpersonal skills with minimal supervision.