Secretary

To carry out office duties to support and facilitate the effective operation of the ES Division.

• Performing all aspects of daily attendance and scheduling related to Admin Plus including:

o Recording of student and ES staff absences/tardiness via sign-in attendance sheet

o Communicating with home and the school nurse to ascertain or exchange information pertaining to the absence.

o Updating staff list with new staff names

• Assisting students, parents and faculty with questions, problems etc. as required.

o Writing tardy slips and permit to leave building as needed.

o Contacting parents when necessary

• Answering telephone calls and all connected activities.

• Maintaining Principal’s and Assistant Principal’s electronic calendar and remind principal that pressing items are addressed each day as well as the online leadership calendars.

• Assigning teachers to substitute for absent teacher and keep a running total of times substituted.

• Maintaining the student and staff filing cabinet drawers as well as the teacher mailboxes.

• Relaying messages to classroom teachers.

• Sending memos/letters to parents through the email module in Admin Plus.

o Monitoring the ES email return account.

• Coordinating all aspects of field trips including publishing on staff room calendars the events and making certain administration has included the items on their monthly faculty calendar.

• Updating student contact information as needed on Admin Plus and hard copy.

o Civil ID expiry date, addresses, phone number and emergency contact numbers, application, and copy of passport.

o Following up on custody relations between students.

• Preparing data for the ministry of education regarding the headcount for students and staff by gender and nationality.

• Providing classroom teachers with student contact information and making changes as needed.

• Maintaining data of students and teachers who have left the school.

• Assigning students to homerooms within the database system.

• Printing and distributing report cards to teachers and parents while maintaining accurate files.

o Communicating with the business office to determine the holding of report cards.

• Creating spreadsheets for student information created at the end of the school year by classroom teachers and adding new registered students to the class formation spreadsheet.

o Creating class lists from the annual spreadsheet.

2

• Coordinating with community relations on the day and place of picture day to prepare schedules for all PK-4 classes and if necessary, scheduling make-up picture day.

• Yearbook duties include verifying names of students, being a liaison between the yearbook team and ES regarding group pictures and distributing orders to classrooms.

• Coordinating with the clinic regarding the time and location of vaccinations to prepare the schedules for PK-4 classes.

• Communicating with the Assistant Principal to coordinate the shipment of international and local orders through the courier and verify them upon delivery.

o Coordinating the ordering and arrival of classroom scholastic book orders by:

 Creating and sending letters to parents and teachers.

 Insuring accurate exchange rates

 Setting up accounts for new teachers through the scholastic website.

 Collecting classroom orders and verifying the amount of money handed is correct to deliver to the business office.

 Coordinating the shipment through customs and completing the necessary paperwork

 Distributing the orders to the classroom once they arrive.