Secretary - High School Job Millersville area,Pennsylvania USA,Administrative/Clerical

Penn Manor School District – Secretary - High School - 10 Months

The Assistant Principal Secretary plays a vital role in supporting the administrative functions of the school by efficiently managing the needs within the assistant principal's office, coordinating communication, and ensuring the smooth operation of daily activities. This is a 10-month (205 day) position, and the successful candidate will demonstrate excellent communication skills, attention to detail, and the ability to multitask effectively in a fast-paced educational environment.

The ideal candidate should possess the ability to work additional hours or adjust their schedule as necessary, to meet project deadlines, handle unexpected tasks, or accommodate the High School's needs.

Primary Duties and Responsibilities

Administrative Support:

Provide comprehensive administrative support to the high school assistant principal, managing calendar activity, scheduling appointments, and organizing meetings.

Prepare and maintain accurate records, reports, and correspondence on behalf of the assistant principal. Coordinate and prepare materials for meetings, conferences, and other school-related events, including creating agendas, taking meeting minutes, and distributing relevant materials to participants.

Communication and Correspondence:

Serve as the primary point of contact for internal and external inquiries, ensuring a professional and courteous manner in all interactions.

Manage incoming and outgoing communication, including emails, phone calls, and written correspondence, and prioritize them for the assistant principal's attention.

Disseminate information to staff, students, parents, and other stakeholders as directed by the assistant principal, using various communication channels such as newsletters, announcements, and online platforms.

Records Management:

Maintain confidential student records, ensuring accuracy, completeness, and compliance with applicable laws and regulations, including student attendance, academic transcripts, work permits, disciplinary records. Assist with the processing of disciplinary referrals.

Event Coordination:

Support the planning and coordination of school events, such as parent-teacher conferences, open houses, and graduation ceremonies, including logistics, scheduling, and communication with relevant stakeholders.

Assist in the logistics of meetings, workshops, and professional development sessions, including scheduling, room reservations, and materials preparation, ensuring smooth operations and a conducive learning environment.

Perform other duties as assigned by administration or office manager.

Qualifications

High school diploma or equivalent is required
Proven experience in administrative support roles, a minimum of two (2) years' experience, preferably in an educational or school setting, with a strong understanding of school operations and procedures
Valid PA Driver's license and /or access to independent transportation
Pre-employment requirements as designated by the PA School Code

General Skills and Capabilities

Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
Strong written and verbal communication abilities, including professional phone etiquette and proficiency in written correspondence.
Proficiency in office productivity software (e.g., Google) and familiarity with database management systems for record keeping.
Ability to handle sensitive and confidential information with professionalism and discretion.
Excellent interpersonal skills, with the ability to work collaboratively with diverse stakeholders, including students, parents, staff, and community members.
Demonstrate problem-solving skills and the ability to work independently with minimal supervision, while also being a team player.
Flexibility to adapt to changing priorities and manage multiple tasks simultaneously in a fast-paced environment.

Physical Requirements and Sensory Abilities

Ability to reach above and below the waist
Ability to use fingers to pick, feel and grasp objects
Ability to use both hands for repetitive motion
Ability to operate office equipment
Considerable bending and twisting of the body required
Ability to lift and/or carry supplies and/or papers weighing no more than 20 lbs.
Ability to stand/sit for long periods of the workday
Must possess computer skills
Must possess excellent interpersonal skills
Must be cooperative, congenial, and service-oriented
Must be able to work in an environment with frequent interruptions
Must possess general office/secretarial skills
Must appropriately handle confidential information
Visual acuity
Auditory acuity
This position primarily operates within a professional office setting, which may include district offices, school buildings, hallways, and school grounds.

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)