Middle School Secretary to the Principal
Internal PPS PAEOP applicants Grade II or New Hires will be employed through Edustaff ($15.40+)
Central Middle School
2026-27 School Year starting in August
Job Summary: Performs secretarial office duties for the elementary principal.
Essential Duties and Responsibilities:
- Answers the multi-line phone system: directs calls and delivers messages to the proper personnel/location. Answers general questions and furnishes information to assist the principal. Routes or answers routine correspondence not requiring the principal’s attention.
- Acts as the lead secretary for the building. May oversee duties of other secretarial personnel.
- Manages office communications in person by greeting and assisting the general public, families, teachers, and students.
- Manages summer curriculum ordering at the end of the school year. Processes and distributes curriculum materials at the beginning of the school year. Purchases services and supplies and reconciles purchases throughout the school year using the District POS system.
- Maintains curriculum material inventory using the District’s electronic database, including materials requests, intradistrict transfers, and barcoding of materials. Oversees end-of-year material fines, communicates fine notices, and collects payments.
- Performs bookkeeping duties, including balancing accounts, preparing budget reports, banking, and preparing deposits. Disburses, maintains, and audits the school accounts, including teacher supplies.
- Handles many aspects of field trips, including collecting and depositing money, issuing permission slips, generating purchase orders to vendors, and processing transportation invoices.
- Schedules substitute teachers, completes required forms, and completes teacher absence reports. Organizes building coverage and sub folders.
- Assists with in-house and family publications.
- Maintains and organizes the office filing system and maintains a master calendar of school events. Schedules facility reservations using district software and prints an event report for custodial staff.
- Coordinates teacher conferences twice yearly.
- Coordinates building events (Picture day, school parties, 8th grade trip, 5th grade welcome night, student award ceremonies, staff social activities, etc.)
- Assists as a member of the Crisis Team and updates procedures for all students and substitutes.
- Plans and purchases food items for staff meetings, such as Professional Development and Grade-Level meetings.
- Maintains MIOSHA and employee accident reports.
- Sets up hourly employees in the time clock & processes all support staff timesheets.
- Maintains building personnel emergency contact information.
- Performs additional school-related duties as assigned by the principal or assistant principal.
- Regular and consistent attendance.
- Must have knowledge of and comply with the policies and procedures contained in the Portage Public Schools Employee Handbook.
Qualifications:
- Associate's degree or equivalent in Business, Administrative Assistant, or related field. One to three years of prior office experience
- Proficient in Google Workspace, computer, and documentation skills.
- Excellent verbal and written communication skills.
- Mathematical skills, including addition, subtraction, multiplication, and division.
- Ability to maintain a high level of confidentiality.
- Ability to define problems, collect, organize, and report data.
- Ability to operate office machines such as a computer, copier, and fax machine.
- Ability to perform duties with awareness of all district requirements and Board Policies.
- Ability to respond to complex questions and refer unusual problems to higher levels.
- Ability to analyze facts and draw valid conclusions.
The above duties and responsibilities are intended to be representative of the nature of the work by this position. The listing is not all-inclusive.
PPS is an Equal Opportunity Employer.
Apply online at: https://www.portageps.org/page/employment-at-pps
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