A school secretary has two main responsibilities. Her first responsibility is to the principal. Her second is to the students and their parents. In these roles, a school secretary organises, arranges and oversees many of the operations of the school. The role that a secretary plays in a school is integral and multifaceted.
The principal's meeting schedule is arranged by the school secretary. The secretary keeps track of where the principal is supposed to be, with whom she is meeting and the purpose of the meetings. The secretary also writes letters for the principal and updates her on day-to-day happenings at the school.
Being aware of what meetings are taking place and where they are taking place is part of the secretary's job. When there is a student club meeting, the secretary makes sure a staff sponsor is on hand to supervise the students. The secretary also makes sure the staff is aware of staff meetings and prepares and distributes meeting minutes to all who need them.
A school secretary keeps a copy of the schedule for all teachers and administrators. By keeping this schedule, the secretary knows where people are supposed to be in an emergency. The secretary knows when the field trips are and where the students are going. The secretary also keeps and updates class schedules.
Disaster drills are an important part of school life. Knowing what to do in an emergency is important for the safety of students and staff. The school secretary makes sure that the necessary drill happens. She records the time it takes for the students and staff to get to safety and reports back to the principal.
Ordering textbooks and office supplies is often the secretary's duty. He makes sure the books needed for the school year are ordered and in the classrooms on the first day of class. The secretary also keeps an inventory of office supplies and orders more when the supplies are low.
Permanent records for both students and staff are made by the secretary. Student records include immunisation records, grades, discipline, attendance and injury reports. Staff records include evaluations, disciplinary letters, awards and complaints.
Databases are often maintained by the school secretary. Spreadsheets recording year-to-year test scores, class size numbers and accident reports are examples of the types of databases that are often maintained by a school secretary.