Secretary - School Operations and Certification Support

Secretary
- School Operations and Certification Support

• Date Posted: 11/6/2026
• Location:
  
  Districtwide

Secretary School Operations and Certification Support

• Position Summary
• 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.
• 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
• Maine Care Billing and Financial Support
• 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
• 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 Maine Care, 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
• 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

Postings current as of 11/7/2026 7:29:24 AM CST.