Building Secretary - Middle School

Building Secretary We invite prospective applicants to apply for the position of BUILDING SECRETARY at the Southern Lehigh Middle School. Purpose/Objective: To provide administrative secretarial support to the school building to ensure the smooth daily operations of the school. Serves as a point of contact for parents and students. Provides clerical support to administration, teachers and other staff as needed. Essential Functions and Responsibilities: General: Establishes and maintains positive communications and working relationships with district personnel, students, parents, and the community concerning building activities, schedules and events. Types, duplicates, collates, files and distributes communications, forms, surveys and other information; maintains files, databases and spreadsheets as required. May serve as the visitor point of contact or receptionist to the office areas. Responsible for the safekeeping and file maintenance of confidential student and employee records. Contributes to the timely and accurate completion of applicable federal, state, and local reports on behalf of the building or District. Prepares all necessary work order requests using the electronic work order system. Receives, sorts, and distributes all incoming mail. Operates business equipment including, but not limited to, personal computer, telephone, fax machine, copier, printer, etc. Correctly processes, maintains and transmits applicable notices from staff for submission to the Business, Human Resources, Special Education, Curriculum and Technology offices. Answer phone calls and take messages as appropriate. Schedule appointments and maintain daily calendars. Handle all forms requiring Administrative signature. Communications and Public Relations: May support and maintain building Social Media accounts. Receives and provides accurate information to communicants, and appropriately routes all incoming telephone calls and messages. Promote a positive, helpful image of the school building and school district. Responds to requests for information; assists with requests of citizens and parent organizations. Systems: Updates and manages Student Information Management system (enrollment, demographic, emergency information, class schedules, etc.). Utilizes Employee Absence Management and Time Clock systems. Uses Work Order and Technology Order systems. Budgeting: May assist with audits and conduct routine banking or bookkeeping Maintaining/tracking/balancing departmental budgets, and communicating with Subject Area Leaders & staff. Staffing: Schedules, supports and orients Substitute coverage. Monitors, supports and supervises students in the absence of a teacher or administrator. Scheduling: Maintains school year, quarterly and weekly events calendars (testing dates, school and community events, musical concerts/performances, class trips, duty rosters, supervision schedules, student Detention, Graduation, Awards and other ceremonies, moving up visitation, course selection, etc.). Supports, schedules, logs and records all Safety and Emergency Drills (Fire Drill, Evacuation Drills, Tornado Drills, Shelter In Place, etc.). Assists to prepare State Testing (PSSA, Keystone) materials and schedule. Attendance and Absences: May assist payroll in the investigation and reconciliation of work hour/attendance concerns. Supports and maintenance of student attendance record keeping by processing absence notes, Educational Trip requests, medical excuse notes in cooperation with the nurse, and preparing Attendance letters. Supports Principals and or works with the School Resource office on filing citations with the District Magistrate. Manages the district pick-up portal for parents Work Quality and Quantity: Demonstrate willingness to assist other employees with projects, initiatives or work overflow. Assume initiative for improving work quality and/or work efficiency and consult with immediate supervisor concerning systemic improvements. Performs other duties as assigned by the Principal, Assistant Principal or his/her designee. Knowledge, Skills and Abilities Required : Familiarity with applicable district policies, state and federal laws as it relates to the education of students and student records. Knowledgeable of Compulsory School Attendance regulations. Ability to work in a high paced environment and tolerate frequent interruptions. Skilled in calendar management and time sensitive scheduling. Knowledge of budgeting procedures. Ability to maintain confidentiality. Ability to handle adversity in an objective manner. Ability to work cooperatively and collaboratively with others. Executive functioning skills such as the ability to properly plan, organize, analyze, manage time, establish goals and prioritize tasks, maintain accurate records, recall information, regulate emotions and demonstrate mental flexibility by adjusting thinking or approach when presented with new information or circumstances. Exemplary skills in written and oral language with the ability to communicate respectfully, clearly and concisely by telephone, in person, and in written form. Demonstrated literacy using a variety of technology and business office software products such as Microsoft Office and Google Suite. Strong commitment to public education. Physical Requirements: Ability to communicate (read, write, speak) and comprehend the English language to effectively carry out functions, duties, and responsibilities. Ability to be at work during normal business hours (Monday through Friday, and at other times as may be required by the position. Ability to stand, bend, stoop, sit, lift and reach. Repetitive motion of the hands including both fine and gross motor dexterity to manipulate a computer keyboard and when performing routine tasks such as filing. Must be able to lift/carry a minimum of 20 lbs. Ability to independently ambulate or navigate in and around school buildings and office areas. Ability to travel to and from assigned work locations without employer support. Ability to assist in emergency situations. Position Requirements Minimum of high school diploma or appropriate Associate or Bachelor's Degree in education, communications, business or related field, or equivalent experience in a similar role. Minimum 2 years in a communications and or secretarial capacity. Understanding of public school operations and organizational structure preferred. Valid Driver's License for independent travel. Note: Selected candidates must be able to produce valid [1] PA State Criminal Record Check (ACT 34), [2] FBI Criminal History Record Investigation (ACT 114), [3] PA DHS Child Abuse History Clearance (ACT 151). and [4] PA Arrest/Conviction Report Certification Form (ACT 24) all within one year of issue at the time of hire. Compensation $44,500.00 Annual plus benefits. Equal Opportunity Statement Southern Lehigh School District shall not discriminate in their educational programs, activities or employment practices based on race, color, national origin, sex (including sexual harassment), sexual orientation, disability, age, religion, ancestry or any other legally protected classification. This policy is in accordance with state and federal laws, including Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990 and the Pennsylvania Human Relations Act. For further information, contact: Title IX Officer, Southern Lehigh School District, 5775 Main Street, Center Valley, PA 18034. #J-18808-Ljbffr Southern Lehigh School District