Secretary - Marondera,Zimbabwe

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The school secretary serves as the face of the school, greeting students and parents and providing them with information.
Secretaries schedule appointments, answer phones and give administrative support to teachers and school officials.
They help maintain records on students.
To perform a variety of secretarial, clerical and administrative duties in support of the operation of the school and in support of the principal, staff, students and parents.

Filing systems and database management:
set up and maintain filing systems for students and staff - paper and electronic create, maintain and enter information into databases
locate and attach appropriate files to incoming correspondence requiring a response locate and provide data as requested

Student and staff attendance
Track student and staff attendance
Verify parents' and doctors' notes and investigate any discrepancies in attendance information
Notify parents of student absences
Process and track staff leave requests
Coordinate substitute personnel for absent staff members
Keep accurate staff and student attendance records and submit reports as required

School processes and procedures
Manage school processes and procedures to ensure compliance with school and District regulations
Enroll and withdraw students from school in accordance with school and district procedures
Meet with new students and parents to complete registration and orientation process
Provide school-specific administrative support processes such as student services, locker assignments, activity forms
Maintain disciplinary tracking systems and files in accordance with regulations
Coordinate and monitor safety procedures for the purpose of ensuring safety of students and staff

Schedules and calendars
Schedule and confirm appointments for staff members
Maintain appointment and event calendars
Coordinate meetings and events

Financial duties
Prepare and submit bills for payment
Process purchase orders and verify invoices
Prepare and process accounts payable
Track expenditure for budget purposes
Receipt and deposit all monies collected from staff
Manage payroll functions including maintaining timekeeping records and processing and submitting payroll

Reports
Gather and collate information to prepare data-related reports
Provide staff and stakeholders with accurate information regarding school operations
Produce reports in compliance with legal and administrative requirements

Communications
Operate electronic mail systems and coordinate the flow of information internally and externally
Prepare and distribute appropriate communications including newsletters, emails and announcements
Prepare a variety of documents including correspondence, agendas, event programs, reports, schedules and calendars
Compose, type and distribute minutes of meetings

Front desk duties
Serve as a central information point to the public, students and staff regarding school-related matters and procedures
Answer incoming calls, provide information, direct calls where necessary and take messages
Greet visitors, handle inquiries and direct visitors to the appropriate destination
Read, sort and distribute incoming school mail

Equipment and inventory
Operate office equipment including fax machines, copiers, scanners, printers
Maintain office equipment in good working condition
Track inventory and order supplies

Key Skills
Organizational and planning skills including the ability to maintain an effective balance between multiple and competing priorities
Problem-solving skills
Able to exercise sound judgment in making decisions
Attention to detail and accuracy
Confidentiality, integrity and adherence to ethical standards
Team member
Diversity oriented - able to work effectively with people regardless of age, gender, race, ethnicity or religion
Energy and enthusiasm