POSITION DESCRIPTION

POSITION TITLE:    Middle School Secretary

FLSA:                       Non-Exempt

REPORTS TO:         Principal 

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent required; associate’s degree or higher preferred.

• Demonstrated experience in office administration, secretarial services, or related work.

• Proficiency in office technology, including word processing, spreadsheets, email, and student information systems.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Excellent organizational, time management, and multitasking abilities.

• Ability to interact professionally with students, parents, staff, and community members.

PREFERRED QUALIFICATIONS: 

• Prior experience working in a school or educational environment.

• Familiarity with the Mississippi Department of Education reporting systems and student information platforms.

• Knowledge of school administrative procedures and records management.

WORKING CONDITIONS:

The School Secretary works in a professional office environment within the school setting. The position requires extended periods of sitting, frequent interaction with students and adults, and the ability to manage multiple tasks in a fast-paced environment while maintaining a positive and professional demeanor.

JOB SUMMARY:

The School Secretary at Jefferson County Middle School serves as a vital member of the school’s administrative team and is responsible for ensuring the efficient operation of the school office. This position requires a highly organized, detail-oriented professional who demonstrates strong communication, interpersonal, and technological skills while maintaining confidentiality and professionalism at all times.

The School Secretary functions as the primary point of contact for students, parents, faculty, staff, and community stakeholders, providing courteous and effective customer service while supporting the daily administrative functions of the school. The position involves coordinating office procedures, managing records and communications, assisting with student information systems, and supporting the principal and school leadership team in implementing school policies and procedures.

The School Secretary plays a critical role in fostering a positive, welcoming, and professional environment that supports the mission and goals of Jefferson County School District and promotes effective school operations that enhance student success.

ESSENTIAL DUTIES AND PERFORMANCE RESPONSIBILITIES:

1. Serves as the primary receptionist for Jefferson County Middle School, greeting visitors, parents, and community members in a professional and courteous manner while ensuring compliance with school safety and visitor procedures.
2. Manages incoming telephone calls and electronic communications, directing inquiries to appropriate personnel and providing accurate information regarding school policies, schedules, and procedures.
3. Maintains the principal’s calendar and schedules meetings, conferences, and appointments, ensuring efficient coordination of school administrative activities.
4. Provides administrative support to the principal and leadership team, including preparing correspondence, reports, memoranda, and other official school documents.
5. Maintains accurate and confidential student records, ensuring compliance with district policies, state regulations, and the Family Educational Rights and Privacy Act (FERPA).
6. Processes student enrollment, withdrawals, and transfers, ensuring that all required documentation is collected and properly recorded in the district’s student information system.
7. Assists with attendance documentation and reporting, including maintaining accurate records of student attendance and communicating with parents or guardians as necessary.
8. Coordinates and maintains office filing systems, both electronic and paper-based, ensuring that records are organized, accessible, and secure.
9. Processes incoming and outgoing mail and deliveries, ensuring timely distribution of important communications and materials.
10. Maintains inventory of office supplies and materials, placing orders as needed to support the operational needs of the school.
11. Assists with the preparation and coordination of school events, meetings, and programs, including faculty meetings, parent conferences, and special events.
12. Supports the preparation of reports and documentation required by the district, state, and federal agencies, ensuring accuracy and timely submission.
13. Utilizes district technology systems and office software, including student information systems, word processing, spreadsheets, and communication platforms.
14. Ensures the confidentiality of sensitive student, staff, and district information, exercising discretion and professionalism in all interactions.
15. Collaborates with teachers, staff, parents, and community partners to support effective communication and school operations.
16. Assists with emergency procedures and crisis response protocols, including maintaining updated emergency contact information and supporting safety procedures.
17. Demonstrates professionalism, reliability, and a commitment to customer service, reflecting positively on Jefferson County Middle School and the Jefferson County School District.
18. Performs other duties as assigned by the principal or district administration in support of the school’s mission and operational needs.