Job Title

Position: Building Secretary Reports to: Building Principal Job Objectives Serves as the operational hub and first point of contact for the school building, providing high-level administrative and organizational support to ensure safe, efficient, and welcoming daily operations. Minimum Qualifications High school diploma or equivalent required; post-secondary coursework or training preferred. Prior administrative or office support experience preferred. Demonstrated ability to manage multiple priorities in a fast-paced environment. Ability to exercise sound judgment and work independently in the absence of direct supervision. Proficiency in Google Workspace, Microsoft Office, and student information systems; ability to learn new digital platforms quickly. Ability to effectively utilize digital communication tools and online workflow systems. Strong organizational, interpersonal, oral, and written communication skills. Experience with cash handling, basic bookkeeping, and financial recordkeeping procedures preferred. Ability to maintain confidentiality and comply with FERPA and district data privacy standards. Demonstrated professionalism, tact, and a customer-service mindset when interacting with students, families, staff, and community members. Basic first aid skills. Meets all mandated health requirements (e.g., negative tuberculosis test). Documented evidence of a clear criminal record. Responsibilities and Essential Functions: The following duties are representative of performance expectations. A reasonable qualification can be made to enable a qualified individual with a disability to perform essential functions. Performs secretarial and administrative support functions. Maintains secure and organized physical and digital records in accordance with district retention policies and confidentiality requirements. Serves as the first point of contact for students, staff, families, and visitors. Manages building entry procedures, visitor verification, phone systems, and front office communications Refers inquiries requiring policy interpretation to administrative staff. Supports building safety protocols, including visitor management systems and emergency procedures. Assists with crisis response communication. Exercises sound judgment in prioritizing tasks and responding to urgent situations in the absence of a principal. Maintains confidentiality in compliance with FERPA and HIPAA guidelines. Maintains an office calendar. Schedules appointments as directed. Manages incoming and outgoing mail, packages, and digital communications. Helps prepare special mailings. Support grade reporting, progress reporting, and student data management within the district's student information system. Utilizes district communication platforms (e.g., parent communication systems, mass notification systems). Uses the computerized database to prepare and maintain student and educational management information as directed. Assists with website updates and digital communications as directed. Supports electronic forms and online workflows. Helps prepare newsletters, notices, and public announcements. Prepares requisitions as directed. Receives, stores, and inventories office supplies. Notifies recipients about the arrival of packages. Manages collection, documentation, and deposit of building funds in accordance with district financial procedures and audit standards. Oversees student attendance procedures, including late arrival, dismissals, daily attendance verification, and reporting in compliance with state requirements. Maintains staff and student medical emergency authorization forms. Monitors students sent to the office for illness or discipline reasons. Renders basic first aid and administers student prescriptions and/or over-the-counter drugs as directed by board policy. Prepares enrollment/withdrawal records. Prepares permanent records, class schedules, etc. Prepares information for the Ohio High School Athletic Association. Processes student forms (e.g., work permits, driving permits, etc.). Monitors bus communications. Conveys information as needed. Helps coordinate school programs (e.g., student orientation, open houses, parent conferences, recognition activities, staff in-service programs, etc.). Schedules building rentals. Prepares contracts as directed. Places calls for maintenance and repair services as directed. Cross-trains with other office staff. Offers assistance when needed. Keeps current with advances in office technology. Updates office procedures. Participates in staff meetings and professional growth activities as directed. Maintains reliable attendance and punctuality. Other Duties and Responsibilities include, but are not limited to: Upholds board policies and follows administrative procedures. Represents the district in a professional and positive manner. Maintains confidentiality of student, staff, and district information in accordance with FERPA and board policy. Reports suspected child abuse or neglect as required by law. Adheres to district safety and security protocols, including visitor management procedures and supervision expectations. Completes required district training within designated timelines. Supports a respectful and inclusive school environment. Uses district technology resources responsibly and in accordance with acceptable use policies. Performs other duties as assigned to support the efficient operation of the building. Abilities required: The following aptitudes and physical skills are essential for the successful performance of assigned duties. Demonstrates professionalism, discretion, and a welcoming demeanor in all interactions. Adheres to professional standards of conduct and district ethical guidelines. Exercises sound judgment when handling confidential information and sensitive situations. Identifies problems, evaluates options, and implements solutions within established guidelines. Works cooperatively to support a collaborative team environment. Communicates clearly and professionally in verbal and written formats. Prioritizes tasks effectively and manages competing demands in a fast-paced environment. Responds calmly and professionally to interruptions, high-stress situations, and changing conditions. Demonstrates proficiency in learning and utilizing digital systems and communication platforms. Lifts, carries, and/or moves office supplies and equipment as needed. Travels to meetings and work assignments. (Additional) Working Conditions: Exposure to the following situations may range from remote to frequent, depending on circumstances and factors that are not predictable. Potential exposure to blood-borne pathogens and communicable illnesses consistent with school environments. Interaction with students, parents, or visitors who may be experiencing emotional distress or behavioral challenges. Occasional exposure to outdoor weather conditions when assisting with arrival, dismissal, or supervision duties. May be required to travel between district locations for meetings or training. Occasional evening or weekend work as assigned. Occasional exposure to moderate noise levels. Extended periods of computer and screen use. Frequent interruptions and shifting priorities throughout the workday. Regular requirement to sit, stand, walk, talk, hear, read, reach, bend, kneel, and perform other physical movements necessary to perform job duties. Occasional requirement to lift, carry, push, or pull office supplies and materials, with or without reasonable accommodation. Supervisory Responsibilities May provide direction and support to assigned clerical or support staff as directed by the principal. This position does not include formal evaluation authority. Performance Evaluations Job performance is evaluated according to the policy provisions adopted by the Fostoria City School District Board of Education. The Fostoria City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.