Job description

Position Title: Confidential Office Manager/Assistant Board Secretary

Supervisor: Business Manager/Board Secretary

Position Location: Green Avenue Administration Building - Business Office

Effective Date: March 17, 2023

Position Summary: The Confidential Office Manager/Assistant Board Secretary is responsible for supporting day-to-day operations in the Business Office, providing administrative support to the Business Administrator/Board of School Directors, and record keeping and management.

District Summary: The William Penn School District is located in southeastern Delaware County and serves approximately 5,000 students who reside in Aldan, Colwyn, Darby, East Lansdowne, Lansdowne, and Yeadon Boroughs. We share a collective vision to educate, nurture and empower all students to become career and/or college ready.

Key Responsibilities & Essential Duties:

• Maintain correspondence, reports, notices, and recommendations
• Manage correspondence not requiring the attention of supervisor
• Establish and maintains records and files as directed
• Arrange schedules and assists supervisor in preparing for meetings, appointments and interviews
• Process purchase orders for employer contribution to retirees for unused sick days
• Process and maintains records of purchase orders for school tax reimbursements
• Verify student enrollments in charter schools
• Process purchase orders for monthly charter school tuition payments and maintain record of all tuition payments
• Assist taxpayers with school tax payments.
• Correspond with Delaware County Tax Claim Bureau regarding taxpayers erroneously appearing on lien list
• Type correspondence and documents, as directed by local auditors.
• Submit claim forms to insurance broker
• Assist the Right-to-Know Officer with request for records
• Assist the WPSD Homestead Coordinator where needed, and processes requests for Homestead applications
• Submit legal advertisements to local newspaper for meetings of the Board of School Directors, hearings, bid openings, Board vacancies, etc.
• Distribute the monthly meeting schedule of the Board of School Directors
• Prepare, distribute, and file agendas for meetings of the Board of School Directors.
• Attend official voting meetings in the event of the absence of the Board Secretary.
• Prepare meeting minutes of all voting meetings of the Board of School Directors, plus other meetings as designated by supervisor
• Maintain record of official meeting minutes of the Board of School Directors
• Contact members of the Board of School Directors to remind them of meeting dates/times
• Coordinate travel schedule for members of the Board of School Directors attending seminars, workshops, etc.
• Maintain open line of communication between members of the Board of School Directors and supervisor
• Correspond with the Delaware County Bureau of Elections and PSBA concerning Board vacancies and appointments
• Collect Annual Statement of Financial Interests (for Board of School Directors and school district staff)
• Prepare and submit to PDE monthly meal claims for reimbursement for National School Lunch Program (NSLP)
• Assist PDE auditors during their review of our NSLP
• Prepare and submit to PDE via PEARS the required RFPdocuments for Food Service Management Company (FSMC),including annual renewal Agreements
• Create, distribute, and record monthly meeting agendas and meeting minutes of the Workplace Safety Committee
• File annual HANDS Certification Renewal (for Workplace Safety Committee)
• Perform other duties and responsibilities as assigned by supervisor

Knowledge, Skills, & Abilities:

• Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
• Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
• Ability to understand and hold self and others accountable for promoting and attaining the goals as outlined in Focus Forward 2025.
• Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.
• Ability to prioritize multiple projects and effectively handle competing demands and deadlines
• Ability to foster effective relationships with District staff, schools and external partners
• Excellent verbal and written communication skills
• Attention to detail
• Ability to develop, plan and implement short and long-range goals, establish priorities and organize resources
• Ability to multi-task without compromising integrity or fidelity
• Ability to acknowledge challenges, persevere and problem solve
• High degree of integrity in handling confidential information
• Proficiency with Microsoft Office products, Google Suite and/or Project Management Software (e.g., Excel, Word, Outlook, PowerPoint)

Qualifications:

• High school graduate with advanced secretarial training or some college credits preferred
• Eligible for a Pennsylvania driver's license at time of hire

Preferred Qualifications:

• Minimum three years’ experience in executive secretary role preferred
• Two - three years of formal project management experience in Education, Finance, or related fields
• Project Management Professional (PMP), certified through the Project Management Institute (PMI)

Level of Compensation: Commensurate with experience

Working Conditions & Physical Requirements:

• Work scheduled hours on a consistent basis
• Indoor office environment is subject to frequent interruptions
• Pushing, moving and lifting objects with a strength factor of light work
• Dexterity of hands and fingers to operate a variety of standard office equipment
• Clarity of vision at varying distances
• Verbal, auditory and written capabilities to effectively communicate in an articulate manner
• Sitting and standing for extended periods of time
• Frequent sitting, standing and walking
• Reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies
• Lifting objects with a strength factor of light work
• Occasional bending, reaching and stretching
• Occasional kneeling, crouching and squatting
• Occasional pulling, pushing

Disclaimer:

The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility, and the level of knowledge and skills typically required, but should not be considered an all inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability, or veteran status.

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include, every possible activity and task performed by every specific employee.

Job Types: Full-time, Contract

Pay: From $65,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Lansdowne, PA 19050: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Work Location: One location

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