School Secretary Resume Examples [2 Samples & Writing Guide]

School Secretary Resume Examples [2 Samples & Writing Guide]

Every school has an administrative office where general operations are planned and smoothly run. The school secretary is an important member of this office, charged with performing clerical work and handling office communications. They work in elementary, high, and middle schools where they collaborate with staff members for successful student interaction, mailing of school forms, tracking attendance records, and school calendar management.

It is important to have a good resume when applying for such a position. The interviewer always wants to know about your skill-set, education, experience, and competencies; better communicated by the resume. We have included two resume examples in this article to help you come up with the best. We will also look at the roles and responsibilities of school secretaries and the required knowledge and competencies. We hope that all your questions will have been answered by the end of this article. Let’s get started!

School Secretary Job Description

The school secretary plays an important role in the general operation of the school. They act as gatekeepers, ensuring that the teaching staff, administration, and students enjoy an orderly work environment. Their primary duties include performing clerical duties to the administration, teaching junior clerical staff, coordinating meetings, and handling general office tasks.

School secretaries are expected to collaborate with other staff members due to the nature of their roles. They must be committed to providing a productive and safe environment supporting student education.

School Secretary Roles and Responsibilities

  • Maintaining the school’s telephone lines and addressing questions and concerns from callers
  • Maintaining proper records of students’ absence
  • Setting up and maintaining both paper and electronic filing systems for students and staff information
  • Creating, maintaining, and storing data into databases as required
  • Tracking and providing data upon request
  • Properly managing school processes and procedures to ensure their compliance with school and district regulations
  • Ensuring the safety of both staff and students by coordinating and monitoring safety procedures
  • Arranging meetings with new students and parents for registration and orientation purposes
  • Following the right procedures to enroll and withdraw students from the school
  • Offering a range of administrative assistance, including assigning lockers and activity forms
  • Regularly communicating with parents and informing them of their children’s behavior issues or illnesses
  • Offering administrative support to upper-level administrators as dictated by the job description
  • Regularly attending office meetings and writing down minutes
  • Distributing paychecks to the entire staff
  • Managing and updating the school calendar
  • Transferring calls to the right recipients or departments
  • Welcoming visitors to the institution and offering directions around the premises
  • Mailing all types of documents, including report cards and brochures
  • Participating in the design and production of informational materials
  • Accurately maintaining student records and files
  • Offering error-free transcription of documents

School Secretary Required Knowledge and Skills

  • Familiarity with different budgeting and publishing software, e.g., Adobe
  • In-depth knowledge of word processing programs, e.g., Word
  • Familiarity with basic office equipment such as scanners and fax machines
  • Knowledge of school policies and procedures
  • In-depth knowledge of office procedures and operations
  • Ability to think creatively
  • Excellent interpersonal skills
  • Ability to act professionally and maintain a friendly demeanor
  • Excellent organizational skills
  • Outstanding time management skills
  • Ability to multi-task without compromising on quality
  • Basic computer skills, e.g., typing
  • Ability to work with diverse groups
  • Ability to remain calm under pressure
  • Strong writing and editing skills
  • Excellent verbal and written communication skills
  • Excellent telephone etiquette
  • Ability to maintain high levels of confidentiality when handling student records
  • Ability to work in team settings
  • Adaptability
  • Excellent problem-solving skills

School Secretary Education and Experience

  • High School Diploma/GED
  • Relevant training/certification
  • Proven work experience in an office setting
  • Relevant Bachelor’s or associate degree (recommended but not necessary)
  • Experience working with various office equipment
  • Proven experience in data entry or as a school secretary
  • Proven experience in generating documents and communications

School Secretary Salary

According to Glassdoor, the average pay for school secretaries is roughly $70,000, including a base and additional payment of around $40,000 and $30,000, respectively. However, junior salaries make $50,000+ a year while their senior counterparts can bring in $80,000+ yearly. All in all, school secretaries earn a base pay of $20,000- $50,000, depending on their years of experience and the school’s location.

School Secretary CV Example 1

Richard Banks

Physical address: 560 Anekona St Wailuku, Hawaii (HI), 9807

Email address: banksrichie75@yahoo.com

Phone number: (808) 789-5467

Personal Profile

Senior high school secretary with 10+ years of administrative and secretarial experience working in private and public educational facilities. A hardworking staff member with excellent data entry and budget management skills, ready to improve general office administration. A self-motivated go-getter with excellent Microsoft Office Suite Program Skills and working knowledge of 35+ office equipment.

Work Experience

04/2019- 06/2012, Senior School Secretary, Gems Group of Schools, Volcano, Hawaii

  • Implemented a new filing system improving office organization and systematically reducing filing errors by 95%
  • Regularly prepared and distributed payroll for 80 members of staff
  • Worked closely with the school’s human resource department for efficient and effective office administration
  • Acted as the primary liaison between parents, staff members, and vendors
  • Collaborated with 80+ staff members to ensure that students had a safe and productive environment for learning
  • Regularly scheduled maintenance of office equipment, thus reducing downtime from faulty equipment by 70%
  • Offered exceptional customer service to 35 teachers, two school principals, and 200+ students
  • Managed and supervised two junior secretaries, ensuring that they were well-motivated and ready to perform
  • Attended and participated in 10+ professional development opportunities, including workshops and conferences, and applied the knowledge learned in the execution of my secretarial duties
  • Organized 5+ staff meetings weekly with the help of 2 administrative assistants
  • Maintained a positive and teamwork-friendly work environment through active listening and empathy
  • Welcomed an average of 50 visitors daily and gave them the right directions around the school depending on their needs
  • Ensured that student records and files were 100% accurate through careful recording and regular proofreading
  • Attended an average of 5 office meetings and recorded accurate meetings
  • Successfully communicated with 80+ staff members regarding changes, decisions, etc. on a timely basis
  • Helped the 10+ member administrative team in operation workflow management by offering direct support
  • Mentored 5+ junior secretaries and assistants on basic office administration duties and Microsoft Office Word Suite Program use
  • Awarded the best office administration employee in 2021

03/2015- 02/2019, School Secretary, Junior Elementary School, San Diego, California

  • Maintained a positive attitude, high levels of creativity, and excellent organization standards to motivate both students and staff members
  • Regularly delegated duties to 5+ junior secretaries and assistants and supervised them to ensure that they met the set expectations
  • Maintained excellent parent and student relations while working in a fast-paced environment
  • Implemented and maintained a new filing system for the school, reducing errors such as repeat records by 88%
  • Prepared meeting agenda and arranged 6+ committee, staff, and board meetings weekly
  • Registered 50+ new students annually for every new school year
  • Offered training and scheduled regular maintenance for 15+ basic office equipment, including copiers, fax machines, guillotine, and laminators
  • Diligently tracked and recorded the daily attendance of 100+ pupils and 30 staff members
  • Managed 70+ daily incoming calls, offering help or directing callers to the right recipients
  • Offered administrative support to the senior teacher and two school headteachers
  • Regularly tracked 10+ outgoing correspondences, including memos and reports

03/2013- 01/2015, Junior School Secretary, Chester Group of Schools, Honolulu, Hawaii

  • Successfully worked under the supervision of 2 administrative assistants and the senior school secretary
  • Offered at least 20 hours weekly to parents, families, and interested students
  • Strived to keep 100% accurate records for registration, fees, and tuition documentation
  • Managed 50+ incoming calls daily, directing them to the right recipients and offering assistance where possible
  • Regularly tracked the school attendance of 200+ students and staff members and fed them on a web-based program
  • Regularly communicated with parents, offering accurate information about the school, including school schedules, fees, and student activities

Education

  • 05/2010- 06/2012, Secretarial Science Associate’s Degree, Hawai’i Community College
  • 03/2007- 05/2009, High School Diploma, Honolulu Senior High School, Hawaii

Skills

  • Languages
  • English
  • French
  • Spanish

Technical Skills

  • Record management
  • Data entry
  • Administrative support
  • Data entry
  • Basic computer skills   
  • Planning
  • Clerical
  • Equipment maintenance
  • Staff management
  • PowerPoint
  • Payroll management
  • Word processing
  • Typing

Soft Skills

  • Time Management
  • Problem-solving
  • Teamwork
  • Creativity
  • Ability to work under pressure
  • Verbal and written communication
  • Collaborating
  • Flexibility
  • Organization
  • Creativity

Certifications

  • 06/2020, Certified Management Accountant Certification
  • 05/2014, Microsoft Office Specialist Certification

School Secretary CV Example 2

Gloria Rachel

Physical address: 6543 Pepe Lani Loop, Princeville, Hawaii 98765

Email address: rachelgloria7@gmail.com

Phone number: (808) 678-3425

Personal Profile

Professional school secretary with 11+ years of experience working in elementary and senior schools. Self-motivated front office employee with in-depth knowledge of office procedures and operations, ready to collaborate with other staff members for effective office and school administration. Qualified data entry specialist with working knowledge of basic and advanced office equipment and machines

Work Experience

03/2019- 06/2022, School Secretary, Bonaventure Group of Schools, Volcano, Hawaii

  • Welcomed an average of 30 visitors daily and offered them the right assistance
  • Implemented a new filing and vendor management system, increasing overall record management efficiency by 35%
  • Promoted to senior school secretary after 16 months and charged with managing three junior secretaries
  • Managed the school’s three telephone lines and regularly transferred calls to the right individuals and departments
  • Offered direct support to the school’s 5-member event management team by typing up and contributing to posters, bulletins, and newsletters
  • Offered administrative support to 3 upper-level administrators, including the principal, assistant principal, and senior teacher
  • Prepared and distributed paychecks to 50+ staff members as part of payroll management
  • Attended 5+ meetings weekly and accurately recorded meetings
  • Maintained regular communication with parents regarding their children’s behaviors issues, illnesses, or major incidents, getting positive feedback from 98% of them

05/2015- 12/2018, Office Secretary, Galana Suites, Los Angeles, CA

  • Diligently performed 10+ daily administrative duties such as typing, filing, and photocopying
  • Ensured 0 information leaks when handling sensitive departmental files and communication by maintaining high levels of confidentiality
  • Made and confirmed travel arrangements for two office administrators
  • Scheduled regular equipment maintenance for the entire office, thus ensuring 0 hindrances to productivity
  • Mentored 5+ juniors on office procedures, best practices, and record systems management for better performance and increased productivity
  • Attended 10+ weekly meetings and accurately documented meetings
  • Answered 50+ calls daily, offering the needed assistance or directing them to the right recipients

02/2011- 03/2015, Junior Administrative Assistance, Brixton House, Leeward, Hawaii

  • Performed 10+ basic office administration duties daily, including records and inventory management
  • Assisted the 10- member financial team in budget preparation and financial control
  • Used 10+ computer applications daily, such as word processing and email management software for task execution
  • Regularly created presentations using Microsoft Office PowerPoint
  • Researched new deals and suppliers, saving the company $3,000 yearly in purchases

Education

  • 04/2008- 06/2010, Associate Degree in Office Administration, Honolulu Community College, Honolulu, Hawaii
  • 02/2005- 04/2007, High School Diploma, Leeward Public Senior High School, Pearl City, Hawaii

Skills

  • Languages
  • English
  • French
  • Arabic

Technical Skills

  • Phone call management
  • Administrative support
  • PowerPoint
  • Clerical
  • Information Technology
  • Data entry
  • Data retrieval
  • Word processing
  • Excel
  • Payroll management
  • Planning
  • Office equipment maintenance
  • Junior staff management

Certifications

04/13, Microsoft Office Specialist Certification

School Secretary Resume Frequently Asked Questions (FAQs)

1. Which Keywords are Applicable to My Resume?

Your job applications may be going unnoticed because of not using the right keywords in your resume. Certain terminologies and tools should be mentioned in your skill and work experience sections to optimize your resume, making it appealing to applicant tracking systems and hiring managers. Make sure that you include the following in your school secretary resume: data entry, bookkeeping, filing, record keeping, maintenance, scheduling, database, customer service, organization, reliability, calendar, administrative support, clerical skills, secretarial, MS Office, phone call Management, Microsoft Excel, accuracy, secretarial, compliance multi-tasking, detail-oriented, etc.

Remember, these are job-specific terminologies meant to inform the interviewer that you understand what is expected of you and that you can deliver. Evenly space them in your resume to avoid keyword stuffing.

2. Which Technical Skills are Needed in a School Secretary Resume?

Not having the right technical skills may be one of the reasons why other applicants consistently advantage over you. These role-specific knowledge and expertise are required to successfully execute job-related tasks. Here are a few suggestions that you can add to your technical skills sub-sections: excellent word processing skills, strong data entry skills and ability, ability to keep and maintain records, payroll management skills, in-depth understanding of office procedures and protocols, excellent PowerPoint skills, outstanding inventory management skills, excellent phone management skills, ability to offer administrative assistance and excellent reporting skills.

Other necessary technical skills include excellent planning skills, ability to use and maintain office equipment, management skills (for junior staff), ability to offer clerical support/ Outstanding clerical skills, and basic computer skills. Also, consider reviewing the job description to find out more about what the hiring organization needs and tailor your resume to reflect it.

3. How Can I Become a School Secretary?

There are no strict academic qualifications associated with becoming a school secretary. You don’t need a Bachelor’s or Master’s degree like other professions. All you need is a high school diploma or a GED and some vocational training, which can be easily obtained in a community college. However, you can also obtain an associate’s degree for more competitive secretarial jobs.

Once you have the right academic qualifications, focus on obtaining job-relevant skills and competencies. For example, you should seek to be proficient in basic computer software and acquire skills such as data entry, word processing, record management, attendance taking, and billing. Do not forget to learn how to use different office equipment such as fax machines, copiers, guillotines, and multi-line phone systems.

4. Which Certifications Should I Obtain for a Richer Resume?

Since this job does not require strict or advanced academic qualifications, the best thing you can do is to pursue as many job-related certifications as possible. Not only will you learn new and essential skills, but you will also have a competitive advantage over other applicants. Therefore, commit yourself to obtain the following:

  • Certified Management Accountant (CMA), an advanced professional certification that measures a professional’s accounting and financial management skills needed for business performance.
  • Microsoft Office Specialist: Expert (Office 365 and Office 2019) certification, which shows proficiency in Microsoft Office programs required for task execution and overall job performance.
  • Microsoft Office Specialist Master Certification (MOS), offered by the Microsoft Corporation to prove expertise and comprehension of Microsoft Office programs

Additionally, consider getting additional certifications in office management, data entry, and analysis, or even staff management, given that you may be in charge of the junior staff. In conclusion, ensure that you have something extra on top of your high school diploma and vocational training to give you an advantage over other job applicants.

5. How Should I Edit My School Secretary Resume?

It’s practically impossible to have a good resume without proper editing. When putting together one, ensure that you use the right font and font sizes. It would be best to use standard fonts such as Times New Roman or Ariel to give your resume a professional touch. Also, remember to use the right spacing and indentation to improve its readability. Lastly, conduct thorough proofreading to weed out any errors and use programs such as Grammarly to check out and correct grammatical errors.