Secretary - Student Services

2 months ago

Downingtown, United States Chester County Intermediate Unit Full time

JobID: 3295

**Position Type**:
Secretarial & Administrative Support/Secretary**Date Posted**:
4/22/2024**Location**:
ESC**Closing Date**:
05/03/2024

At the present time, a vacancy for a secretary exists within the division of Student Services at the Chester County Intermediate Unit, located at the Educational Service Center in Downingtown, PA.
Are you motivated to create brighter futures for students, families, and the entire community? If so, we want you on Team CCIU At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success together takes a team approach
We strive to hire exceptional, diverse, and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond.

**Summary of Position**
This position supports all aspects of the Student Services supervisor’s responsibilities, including maintaining student lists and services requested, managing student databases, tracking budgets, preparing purchase orders, assisting with billing, tracking inventory, managing calendars, scheduling meetings, and assisting internal and external stakeholders with questions/needs.
Daily activities require independent thinking, time management, prioritization, and immediate decision-making. The position requires proficient computer skills and use of various software, excellent verbal and written communication skills, sound organizational skills, and good judgment.
**Qualifications**
- High School diploma or GED required; post-secondary training is preferred.
- Prior secretarial/clerical experience is required.
- Working knowledge of student services processes/procedures and school district operations is preferred.
- Current child abuse, criminal and FBI clearances

**Essential Job Skills**
- Incumbent must possess leadership abilities, confidentiality, be self-motivated and able to make decisions independent of immediate supervisor.
- Knowledge of special education processes, procedures and law, and school district operations is extremely important.
- Incumbent must be able to handle all transactions with calmness and assuredness.
- Exemplary writing and communication, as well as strong interpersonal skills, are extremely important.
- Incumbent must possess good organizational, problem solving, and prioritizing skills.
- Must possess excellent judgment in maintaining the confidentiality of staff and students.

**Duties and Responsibilities**
- Maintain efficient and confidential operation of supervisor’s office
- Provide assistance in place of supervisor
- Handle confidential calls, inquiries, mail, and correspondence
- Typing, drafting memos/letters
- Schedule meetings/trainings; schedule rooms
- Provide program support:

- Respond to questions in the absence of supervisor
- Organize and disseminate announcements and other materials
- Manage and expedite purchases for supervisor and staff including but not limited to program specific materials, general supplies, computers and computer equipment, printer cartridges, and custodial supplies
- Prepare Purchase Orders, process invoices, maintain budget expense spreadsheet and update service agreements
- Serve as liaison with courier for moving items between program locations and shipping program materials/mail; process return of materials
- Serve as a liaison between staff and IT for repair and distribution of the aforesaid equipment and software; maintain inventory of all computers, printers, etc
- Coordinate bi-annual inspections for all vans and van maintenance needs
- Assist with coordination of annual Employer Recognition Celebration
- Provide administrative assistant support to staff under supervisor’s management:

- Processing and tracking paperwork for supplemental elections, leaves, absences, Human Resources documents, etc.
- Maintain data for all staff, including Motor Vehicle Record checks, training, certificates, etc. annually
- Process staff performance related documents for the supervisor as requested
- Process expense voucher requests for staff
- Prepare and disseminate student packets and parent permissions as requested
- Assist staff with accurate completion of all paperwork by request of supervisor
- Notify staff of deadlines and notify supervisor of staff failure to complete paperwork
- Maintain documentation for expenditures for supervisor:

- Verify billing reports on a quarterly basis for the business office for students, staff
- Serve as liaison for supervisor with accountant(s) and secretaries in Business Office and Student Support Services. Assign ASNs on documents.
- Accountable for duties related to student tracking and student records including:

- Securing and releasing educational records for incoming and exiting students
- Releasing records to agencies, MH/MR, Bureau of Disability, ACCESS, and parents
- Forwarding records/referrals to related services prov

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