Building Secretary

Job Title: Building Secretary

Are you a detail-oriented and organized individual with excellent communication skills? Do you have experience in providing administrative support in a fast-paced environment? We are seeking a Building Secretary to join our team at the William Penn School District.

Job Summary:

The Building Secretary will provide routine secretarial support to the school and assist in coordinating and overseeing the day-to-day operations of school functions and priorities. This includes communicating information to relevant parties, engaging in routine problem-solving, material acquisition, and record-keeping. The ideal candidate will act as a liaison between students, parents, staff, and appropriate agencies.

Key Responsibilities:

• Types, prepares, and distributes records, reports, and correspondence related to school functions.
• Answers routine phone inquiries, routes calls, and disseminates messages appropriately.
• Greets public, vendors, and staff as required, responds to routine questions, and routes others to the appropriate staff/administrator as necessary.
• Takes and disseminates messages for Administrator as required.
• Maintains accurate files, records, and reports for school.
• Sorts and routes U.S. mail, inter-district mail, and materials to the appropriate person.
• Coordinates appointments for administrators/department as needed.
• Effectively operates all office machinery/technology tools and troubleshoots routine problems.
• Makes arrangements for conferences (including transportation, hotel reservations, etc.) as needed.
• Completes other related responsibilities as assigned.

Attendance Focus:

• Performs a variety of responsible secretarial/clerical activities related to the functions of the attendance office and assigned administrator.
• Types a variety of material such as memos, letters, forms, reports related to assigned unit.
• Receives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures.
• Interviews office visitors and telephone callers and either answers questions, resolves complaints, provides desired information as required or refers to appropriate person.
• Print behavior referrals daily and enter updates in eSchool.
• Orders, stores, and issues supplies and materials pertinent to the functions of the attendance office.
• Coordinates and prioritizes the internal activities and operations of a school attendance office.
• Directs and participates in daily attendance accounting work required to keep accurate school attendance records.
• Receives students in attendance office: prepares and issues admit slips to class, permits to leave school early, hall passes, and tardy slips.
• Prepares and prints school attendance reports and lists for distribution to teachers and other staff members.
• Updates registration lists, attendance forms, attendance cards, etc. for changes in enrollment.
• Contacts parents to verify student absences.
• Compiles and analyzes data and prepares a variety of records, reports, and other correspondence related to student attendance matters and reporting.
• Confers and consults with students, parents, staff, judicial agents, social services, and other appropriate parties regarding student attendance matters.
• Performs related duties as required.

Knowledge, Skills & Abilities:

• Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
• Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
• Ability to understand and hold self and others accountable for promoting and attaining the goals as outlined in Focus Forward 2025.
• Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.
• Knowledge of PA Core Standards and Eligible Content.
• Knowledge of Instructional Planning Guides as it relates to the instructional block.
• Knowledge of Digital Curriculum components.
• Ability to courageously lead conversations focused on equity, closing opportunity gaps, and equal access to technology-infused lessons of rigor.
• Ability to establish and maintain effective working relationships with District staff and administrators, students, parents or guardians, outside agencies, and the public, in a multi-ethnic, multicultural, multilingual environment.
• Ability to receive and implement feedback to improve practice and systems.
• Ability to work with adults as well as children.
• Basic clerical and computer skills.
• Knowledge of screening techniques.
• Ability to assess emergency situations (triage).

Required Qualifications:

• Demonstrated proficiency/experience with Microsoft Office Suite (especially Microsoft Word and Microsoft Excel) and the Google Suite.
• Strong written and oral communication skills.
• Effective interpersonal relationship skills.
• Strong organizational skills with demonstrated ability to effectively structure the work in an office.
• Secretarial skills and/or experience.

Pre-employment Paperwork Requirements:

• Pennsylvania Criminal Background Check, FBI Fingerprinting Background Check, Pennsylvania Child Abuse Clearance.
• Sexual Misconduct/Abuse Disclosure Release (Act 168) forms.
• School Personnel Health Record and TB test.

Working Conditions & Physical Requirements:

• Work scheduled hours on a consistent basis.
• Indoor office environment is subject to frequent interruptions.
• Pushing, moving, and lifting objects with a strength factor of light work.
• Dexterity of hands and fingers to operate a variety of standard office equipment.
• Clarity of vision at varying distances.
• Verbal, auditory, and written capabilities to effectively communicate in an articulate manner.
• Sitting and standing for extended periods of time.
• Frequent sitting, standing, and walking.
• Reaching overhead, above the shoulders, and horizontally to retrieve and store files and supplies.
• Lifting objects with a strength factor of light work.
• Occasional bending, reaching, and stretching.
• Occasional kneeling, crouching, and squatting.
• Occasional pulling and pushing.

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