Secretary (Full-Time) - Student Services - Downingtown, United States - Chester County Intermediate Unit

Description

Position Type:
Secretarial & Administrative Support/Secretary

Date Posted:
4/16/2024

Location:
ESC

Closing Date:
04/29/2024Effective July 2024, a vacancy for a full-time Secretary exists within the Student Services division of the Chester County Intermediate Unit (CCIU).

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
• Documented training in email, word processing, spreadsheets, presentation software, Microsoft forms, and databases
• Current child abuse, criminal and FBI clearances

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 providers with required referral information
• Update skills related to new systems, procedures, technology and other topics as suggested by supervisor(s)
• Perform other duties as deemed necessary by the supervisor; provide secretarial support to the division director in the absence of his/her secretary or at his/her request

Location:
455 Boot Road
Downingtown, PA 19335
Hours: 8:00 A to 4:00 P, Monday through Friday
7.5 hours, 260 days per year

Salary:
$40,654 to $50,817 annually
Support, Band 10, Non-exempt

JG

Equal Opportunity Employer
Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at