School Secretary

About the Employer

Rex and Margaret Fortune School of Education is a comprehensive education system including, non-profit preschools, a network of tuition-free, public charter schools (TK-12th), and a school of education with a masters programs and educator preparations programs accredited by the California Commission on Teacher Credentialing. in Sacramento/San Bernardino County. We prepare students for college starting in preschool Transitional Kindergarten in San Bernardino and Sacramento Counties and are focused on closing the African American achievement gap.

Our Mission:

To graduate high achieving students of good character prepared for college and citizenship in a democratic society.

Our Vision:

To prepare teachers for service in public schools with competence and sensitivity that will enable them to develop students to their fullest potential.

Our Approach:

At Fortune School our education philosophy is The Five Pillars--1) High Expectations, 2) Choice and Commitment, 3) More Time, 4) Focus on Results, 5) Citizenship. We follow this philosophy in all our academic programs in service to the wide range of people we serve from preschool to masters.

Job Summary: The Fortune School Secretary will serve as a lead member of the team to ensure the smooth and efficient operation of the school site. The School Secretary will support the Principal in their efforts to create a learning environment where each child is focused on learning and staff is focused on results. Position will provide excellent customer service to all students, parents, staff, community members and stakeholders.

• Provide varied and responsible secretarial and clerical support services to relieve the Principal of administrative and clerical detail; compose independently or from oral instruction, letters requesting or providing information or dealing with routine matters.
• Coordinate flow of communications between parents, students and the public; respond to inquiries and provide information to teachers, students and the public.
• Assist with disciplinary process; monitor detained students; process student suspensions; assure the safety and supervision of students; perform student health care functions, administer first aid.
• Prepare for new school year; coordinate and oversee student registration activities; assist with student classroom placement; assure overflow students are transferred to appropriate schools.
• Compile information and prepare and maintain a wide variety of data, records and reports according to established procedures and timelines; establish and maintain filing systems; prepare a variety of documents including forms, flyers, schedules, newsletters and handbooks.
• Maintain a variety of calendars for the Principal; schedule and coordinate use of school facilities; arrange travel reservations and prepare related documents.
• Perform receptionist duties; initiate and answer telephone calls; screen and route calls; provide information and assistance to callers; receive and distribute messages to appropriate personnel; receive, open, sort, screen and distribute incoming mail; distribute campus keys.
• Monitor inventory levels of school supplies and textbooks, ordering replacements as necessary; distribute and collect textbooks; assure students are billed for lost/damaged to textbooks; communicate repair and maintenance issues to appropriate personnel.
• Prepare, maintain and process financial records related to the assignment; record expenditures and assist in monitoring assigned budgets; maintain and reconcile school checkbook and petty cash account; process, audit and arrange for payment of school invoices; process returned checks; perform bank deposit activities.
• Contact parents and guardians to clear student absences; prepare Average Daily Attendance reports as assigned by position.
• Operate a variety of office equipment including a fax machine, copier and a computer and assigned software.
• Maintain all student records; attendance records, daily/monthly attendance reports and other pertinent student data files and reply in a timely manner to requests for student records.
• Monitor the absence of students and check on children not reporting to school and not reported absent by parents.
• Maintain and update emergency release forms and remove from the building in the event of an emergency.
• Coordinate registration of all prospective students. Prepare class lists.
• Prepare monthly Notes & Notables messages; notify Fortune School of upcoming events for publicity purposes so that pictures, videos, or news releases can be organized.
• Process and file Student Behavior forms and prepare reports as requested by the principal.
• Ensure that all report cards and progress reports are processed in a timely manner and maintained in the appropriate files.
• Coordinate the development of the school monthly newsletter and bulletins to teachers.
• Disseminate mail and other inventor to appropriate school staff.
• Process updates and revisions of Board Policy.
• Process free and reduced lunch applications.
• Initiate transportation requests for students and for student field trips.
• Maintain all room keys for the building.

•  Ability to run an efficient support system for the school environment.
• Possess the qualities of reliability, honesty, integrity and promptness in performing duties.
• Excellent interpersonal skills, including ability to handle confidential and sensitive issues with diplomacy and ability to work effectively with teammates of all levels. Easily approachable and sensitive to the interpersonal anxieties of others. Must display a pleasant demeanor and demonstrate a genuine interest in people.
• Excellent communication and writing skills with demonstrated ability. Must speak and write clearly and courteously at all times.
• Excellent organization, time management and follow-up skills; high sense of urgency.
• Demonstrated ability to successfully handle multiple projects concurrently; ability to work independently.
• Ability to navigate complex problems and develop solutions; strong analytical skills and ability to make decisions that are within the best practices of the school.
• Self-directed; ability to effectively prioritize and follow through.
• Proven leadership skills with the ability to develop and implement processes and procedures.
• Proficiency with Microsoft Office package and student information systems.
• Positive, can-do attitude, customer service oriented, and high level of professionalism
• Possess a passion for educating each child, empowering them to go college and become productive citizens.
• Hearing and speaking to conduct group training, exchange information in person electronically and on the telephone.
• Ability to read printed material and computer screens.
• Ability to understand speech at normal levels
• Dexterity of hands and fingers to operate a computer keyboard and other office equipment
• Kneeling, bending at the waist, and reaching overhead above the shoulders and horizontally to retrieve and store files and supplies.
• Ability to climb stairs, walk, and sit for extended periods of time. Ability to lift and carry 10 pounds
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential job functions

• The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires sitting, walking, and standing. This job is performed in a busy school site that should maintain a clean and healthy environment.
• Standing and sitting for extended periods of time.
• Reach overhead, above shoulders and horizontally, bend at the waist, kneel or crouch.
• Lift 20 pounds using proper lifting methods.

• Bachelor’s degree or equivalent required
• At least three - five years of office experience
• Proficient in Access, Microsoft office, power point, excel and able to type 50 words per minute
• Complete command of the English language, written and oral.
• Knowledge of website management, email systems, mail merge, etc.

Fortune School of Education provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This position description intends to describe the general nature and level of work being performed by people assigned to this position. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.