Secretary - School Operations and Certification Support

Secretary School Operations and Certification Support

The Secretary provides comprehensive clerical and operational support to ensure the efficient functioning of school programs and services. This role is responsible for front-office coverage, billing, and record-keeping for MaineCare services, and assisting with teacher certification documentation and compliance requirements.

Key Responsibilities

• Administrative Support
• Provide general administrative assistance to school leadership and staff
• Pupil Services
• Facilities & Maintenance
• Other departments as needed
• Provide coverage for front-office operations, including phone calls, emails, visitor check-in, and correspondence
• Maintain student, staff, and program records in accordance with district and legal requirements
• Prepare reports, forms, schedules, internal communications, and process purchase orders, invoices
• Coordinate meetings, appointments, and school events
• Special Education Support
• Maintaining the student database
• Maintaining a master schedule of IEP/504 meetings
• Maintaining the staffing documents
• Organizing and maintaining the special education students' compliance office documents
• MaineCare Billing and Financial Support
• Process billing for MaineCare or extended care programs accurately and on schedule
• Track student enrollment, attendance, and service usage for billing purposes
• Prepare invoices and statements for families or relevant agencies
• Maintain financial records and assist with the reconciliation of payments
• Respond to billing inquiries from families and staff in a professional manner
• Teacher Certification Support
• Assist teachers and ed techs with certification, licensure, and renewal documentation
• Track certification deadlines and compliance requirements
• Maintain confidential certification records and personnel files
• Coordinate with district offices, state education agencies, and human resources as needed
• Support onboarding processes related to certification and credential verification

Qualifications

Required Qualifications

• High school diploma or equivalent
• Previous experience in an administrative or clerical role, preferably in an educational setting
• Strong organizational and time-management skills
• Proficiency in Office software, including word processing, spreadsheets, and databases
• Ability to handle confidential information with discretion

Preferred Qualifications

• Associate's degree or higher in administration, education, or a related field
• Experience with school billing systems or financial record-keeping
• Familiarity with teacher certification or licensure processes
• Familiarity with MaineCare, but BSD is willing to train
• Experience working in a public school or school district environment

Skills and Competencies

• Clear written and verbal communication
• Attention to detail and accuracy
• Ability to manage multiple tasks and deadlines
• Strong interpersonal skills and a service-oriented approach
• Independent problem-solving and follow-through

Work Environment

• Office-based position
• Regular interaction with students, families, teachers, administrators, and external agencies
• 8:00 a.m. - 4:30 p.m. workday, with occasional extended hours during peak periods
• 12-month position