Job Description

Walpole Public Schools is seeking a School Year Secretary (35 hours per week) effective January 15, 2025, for the remainder of the 2024-2025 school year at Walpole Middle School.

Role: The School Secretary operates under the direct supervision of the School Principal. This position requires handling office tasks that demand attention to detail, sound judgment in applying standardized procedures, and adherence to specific instructions and regulations. A key aspect of this role is the ability to work effectively with various groups, including staff, students, and families.

Qualifications: Strong computer and organizational skills; Attention to detail; Strong written and verbal communication skills; Sound knowledge of bookkeeping practices; Ability to maintain accurate clerical records and prepare reports from such records; Ability to make decisions in accordance with established policies when necessary; Ability to interact with students, staff, and families, and members of the community with respect.

Functions/Duties :

In meeting the above responsibilities, the School Secretary performs several broad functions which include:

• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and families of the school.
• Perform varied secretarial and clerical tasks. Many tasks will require a thorough knowledge of the school and district protocols and procedures and frequent independent judgment within the scope of the authority granted by the Principal.
• Distribute mail and handle office correspondence, responding to routine requests for information, word processing, and emails from staff, families, and community partners.
• Type, reproduce, and distribute notices to staff, students, and families.
• Ensure that all communications from the office meet proper written and oral English standards.
• Act as a receptionist, greeting visitors, answering telephone calls respectfully and efficiently, and communicating effectively in routine, sensitive, and confidential matters.
• Secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data, as required.
• Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well-organized electronic and paper data collection and filing systems, including confidential student and personnel files.
• Arrange appointments and maintain a schedule for the Principal or designee and assigned staff.
• Make announcements and operate the school intercom systems.
• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating a presentation, copying, collating, and distributing final products.
• Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal’s or designee’s responsibilities. Complete all required monthly and year-end reports in a timely fashion.
• Order and maintain office supplies.
• Create and maintain a clean, orderly, safe, and efficient office environment.
• Recommend improvements to the principal or designee needed in office procedures or operations.
• Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.
• Work cooperatively with staff in other offices with the completion of large or time-sensitive projects or emergencies.
• Maintain safe working conditions and operate electronic and other equipment needed to carry out job functions and responsibilities.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire, accepting responsibility, and having an effective work ethic.
• Protect the confidentiality of records and information about students and staff and exercise discretion when sharing such information within legal confines.
• Adhere to Massachusetts school law, State Board of Education rules and regulations, School Committee policies and regulations, school regulations and procedures, and contractual obligations.
• Maintain databases, including Enrolling/removing/updating students' and staff's attendance. Coordinate Field Trips -Book buses and confirm, prepare permission slips, collect fees, pay vendor bus fees, and maintain student activity field trip accounts. Maintain accurate bookkeeping and tracking of income and expenditures in accordance with district business regulations.
• Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal or designee, and not otherwise prohibited by law or regulation.
• Maintain accurate student attendance records including following up with families and staff regarding student absences and changes to arrival and dismissal plans.

Salary and benefits per the Secretarial Contract.

Interested existing secretarial union members, send a letter of intent via email to hr@walpole.k12.ma.us.

Bachelor’s Degree Preferred
Familiarity with common office systems and procedures
Ability to multitask and manage time
Strong written, verbal, and customer service skills
Proficiency with office computer systems (Google suite or MS office preferred)

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