Job Title: Principal Secretary/Front Office Receptionist

Reports to: Campus Principal
Dept./School: Middle School
Wage/Hour Status: Nonexempt
Date Revised: May 2025

Primary Purpose:

Provide comprehensive administrative support to the campus principal and ensure effective front office operations. Serve as the primary contact for students, parents, staff, and community members. Maintain efficient communication, organization, and coordination of campus-level clerical, financial, and operational functions to support a positive school climate.

Qualifications:

Education/Certification:

High school diploma or GED

College hours or secretarial/administrative certification preferred

Special Knowledge/Skills:

Proficient in Microsoft Office Suite, Google Workspace, and office equipment

Excellent communication and interpersonal skills

Strong organizational and time-management abilities

Ability to maintain confidentiality and use discretion in handling sensitive information

Skilled in multi-line phone systems and front office operations

Familiarity with school safety systems (e.g., Raptor, Verkada) preferred

Bilingual (English/Spanish) preferred but not required

Experience:

Three years of administrative or clerical experience in a school or similar environment preferred

Major Responsibilities and Duties:

Administrative & Clerical Support

• Serve as the primary administrative assistant to the campus principal.
• Prepare correspondence, reports, meeting agendas, and official documents.
• Maintain organized filing systems for campus records.
• Schedule appointments and manage the principal’s calendar.
• Coordinate and document campus meetings and events.
• Handle confidential matters with professionalism.
  

Front Office Operations

• Greet and assist all visitors with professionalism and courtesy.
• Operate a multi-line phone system; direct calls, take messages, and provide accurate information.
• Monitor building access using visitor management systems and ensure secure entry procedures.
• Maintain a neat, welcoming, and secure front office environment.
  

Campus Communication & Coordination

• Act as liaison between administration, staff, parents, and students.
• Distribute campus communications, event notifications, and update calendars.
• Coordinate mail, internal messages, and facility use scheduling with the superintendent’s office.
  

Student & Attendance Support

• Assist with check-ins/outs, tardies, and early dismissals.
• Monitor student presence in the office and ensure safe transitions to locations.
• Provide clerical support to the District Attendance Clerk.
  

Personnel & Substitute Coordination

• Coordinate substitute coverage and maintain daily sub logs.
• Notify substitutes in advance for known absences.
• Support staff onboarding by issuing keys, badges, and access cards.
• Maintain staff absence records and timesheets.
  

Recordkeeping & Compliance

• Maintain staff and student files in compliance with FERPA and district policy.
• Collect and track compliance forms (e.g., field trips, parent notices).
• Process purchase orders, timesheets, work orders, and requests.
  

Event & Logistics Support

• Assist in coordinating campus events, staff celebrations, and parent meetings.
• Arrange hospitality, setup, and logistical support for school events.
• Support picture days, testing coordination, and assemblies.
  

Budget & Financial Support

• Track campus expenditures, assist with budget documentation, and process orders.
• Prepare and reconcile cash deposits for school events in line with district policy.
  

Safety, Security & Emergency Procedures

• Support emergency drills and serve as point of contact in emergencies.
• Maintain up-to-date emergency contact files and call trees.
  

Door Access & Security Monitoring

• Monitor campus entry points using digital access systems (e.g., Verkada).
• Grant/deny access based on visitor screening protocols and camera verification.
• Notify SROs and administrators of access-related concerns.
  

Campus Recognition & Awards

• Coordinate student and staff awards, recognitions, and ceremonies.
• Prepare certificates, track honorees, and support event logistics.
  

Office Equipment & Copier Support

• Maintain copier functionality, submit service requests, and order supplies.
• Distribute paper and maintain organized copy rooms.
  
  

Campus Calendar & Communication

• Maintain campus master calendar, coordinating with district events.
• Ensure communication of events, testing dates, deadlines, and activities.
• Coordinate with the Superintendent’s Secretary for calendar alignment.
  
  

Parking & Traffic Support

• Manage staff and student parking assignments and permit distribution.
• Address parking concerns and ensure signage and lot safety.
  
  

ParentSquare Communication Support

• Draft and schedule ParentSquare messages for the principal.
  
  
• Monitor engagement and ensure message accessibility and clarity.
  
  

Beginning-of-Year Support

• Prepare class lists, Meet the Teacher packets, and first-day procedures.
• Organize student transportation data and communicate dismissal plans.
  
  

Master Schedule & Data Entry Support

• Enter and maintain student data per the master schedule and administrative direction.
• Coordinate class assignments and roster accuracy with counseling staff.
  
  

Campus Event Coordination

• Oversee logistics and staff duties for large events and assemblies.
• Manage event registration, check-in, supervision, and communication.
  
  

Special Projects & Programs

• Organize Kindergarten Round-Up and ensure efficient registration processes.
• Maintain and manage school store (e.g., MySchoolBucks), inventory, and schedule.
• Compile and share student supply lists across platforms.
  
  

Supervisory Responsibilities:

None.

Equipment Used:

Standard office equipment including computers, copier/printer, telephone, PA system, security access systems, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

• Maintain emotional control under stress
• Frequent interruptions
• Prolonged sitting; repetitive hand motions
• Occasional moderate lifting (15–30 lbs)
• Must be able to monitor and manage multiple tasks concurrently