Secretary - School Operations and Certification Support

Position

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 Maine Care services, and assisting with teacher certification documentation and compliance requirements.

• 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

• Process billing for Maine Care 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

• 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

• 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

• 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 Maine Care, but BSD is willing to train
• Experience working in a public school or school district environment

• 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

• 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