School Secretary – Madawaska Elementary

School Secretary - Madawaska Elementary School

About the Madawaska School Department
The Madawaska School Department serves students in grades PreK-12 in Madawaska, ME, the most Northeastern town in the United States, and one of the stops on the SCMA Four Corners Tour.  The district has two (2) schools, the Madawaska Elementary School (PreK-6) a 2000-01 Nationally recognized Blue Ribbon School, and Madawaska Middle/High School (7-12), the 16th Ranked High School in Maine, according to the US News and World Report. 

To learn more about our schools, we highly encourage all potential applicants to view our Recruitment Brochure.

Job Summary:
The Elementary School Secretary plays a vital role in ensuring the efficient operation of the school office. This position involves providing administrative support to the principal, staff, students, and parents while maintaining a welcoming and organized front office environment. The secretary manages school communications, student records, order requisitions, and clerical tasks to support the overall function of the school.

Key Responsibilities:

Administrative & Clerical Duties:

• Serve as the first point of contact for staff, students, and visitors ensuring a welcoming and professional environment.
• Answer phone calls, process requests, and direct inquiries appropriately.
• Maintain student enrollment and attendance data, and generate reports as needed. 
• Work with the principal to prepare and distribute school correspondence, including newletters, memos, and email communications.
• Manage incoming and outgoing mail, delivieries, and appointments. 
• Organize and maintain student and staff records in compliance with district and state regulations.

School Operations & Support:

• Assist in scheduling and coordinating meetings, school events, and parent-teacher conferences.
• Maintain school supply inventory, keep supplies organized and process orders in a timely manner.
• Assist the media coordinator with duties.
• Support teachers and staff with clerical tasks.
• Work with guidance to complete student registration and transfer processes.
• Maintain confidentiality of student and staff information. 

Student & Parent Interaction:

• Greet and assist students, parents, and visitors in a friendly and professional manner. 
• Provide information regarding school policies, procedures, and upcoming events. 
• Assist school nurse with student illnesses and communicate with parents as needed.

Finanical & Budgetary Responsibilities:

• Assist with processing requisitions, purcharse orders, and invoices.
• Collect and record payments for school-related activities.
• Maintain accurate financial records as required by district policies.

Qualifications & Skills:

Education & Experience:

• High school diploma or equivalent (Associate's degree preferred).
• Prior experience in a school or office setting is preferred.
• Proficiency in Google Workspace, purchase order systems, and student information systems such as Power School, and substitute scheduling practices. 

Key Competencies:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills. 
• Professionalism, discretion, and the ability to maintain confidentiality.
• Ability to work collaboratively in a team environment.
• Strong problem-solving skills and attention to detail. 
• Ability to interact positively with students, staff, and parents.
• Conflict resolution skills.

Physical & Work Environment Requirements:

• Ability to sit, stand, and walk for extended periods. 
• Ability to lift office supplies and school materials (up to 25 lbs).
• Work is performed in a busy school office setting with frequent interruptions.
• Flexibility with schedules and duties as determined by the principal.