Secretary

Job description last updated: 10/13/26

Position Summary: The ideal candidate will support the District’s mission and vision and will be primarily responsible for providing routine secretarial support to the school and assisting in coordinating and overseeing the day-to-day operations of school functions and priorities. The Building Secretary will communicate with relevant parties and handle routine problem-solving, material acquisition, and record-keeping. Finally, the Building Secretary acts as a liaison between students, parents, staff, and appropriate agencies. 

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.

Responsibilities & Essential Duties: 

• Types, prepares, and distributes records, reports, and correspondence related to school functions
• Answers routine phone inquiries, routes calls, and disseminates messages appropriately
• Greets public, vendors, and staff as required, responds to routine questions, and routes others to the appropriate staff/administrator as necessary 
• Takes and disseminates messages to the Administrator as required 
• Maintains accurate files, records, and reports for the school 
• Sorts and routes U.S. mail, inter-district mail, and materials to the appropriate person 
• Coordinates appointments for administrators/department as needed 
• Effectively operates all office machinery/technology tools and troubleshoots routine problems 
• Makes arrangements for conferences (including transportation, hotel reservations, etc.) as needed
• Completes other related responsibilities as assigned 

Attendance Focus:

• Performs a variety of responsible secretarial/clerical activities related to the functions of the attendance office and an administrator.
• Types a variety of materials, such as memos, letters, forms, and reports, related to the assigned unit.
• Receives, Reviews, verifies, records, and files forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures.
• Interviews office visitors and telephone callers and answers questions, resolves complaints, provides required information, or refers them to the appropriate person.
• Prints prisoner referrals daily and enters them in eSchool.
• Orders, stores, and issues supplies and materials pertinent to the attendance office.
• Coordinates and prioritizes the internal activities and operations of a school attendance office.
• Directs and participates in daily attendance accounting work required to keep accurate school attendance records.
• Receives students in attendance; the office prepares and issues admit slips to class, permits to leave school early, hall passes, and tardy slips.
• Prepares and prints school attendance reports and lists for distribution to teachers and other staff members.
• Updates enrollment lists, attendance forms, attendance cards, etc. for changes and parents to verify student absences.
• Compiles and analyzes records, reports, and other correspondence related to student attendance matters and reporting.
• Confer with consultants, parents, staff, judicial agents, social services, and other appropriate parties regarding student attendance matters.
• Performs related duties as required.

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 & Beyond. 
• Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage. 
• Knowledge of PA Core Standards and Eligible Content 
• Knowledge of Instructional Planning Guides as it relates to the instructional block 
• Knowledge of Digital Curriculum components 
• Ability to courageously lead conversations focused on equity, closing opportunity gaps, and equal access to technology; design rigorous, gy-infused lessons of rigor; and establish and maintain effective working relationships with District staff and administrators, students, parents or guardians, outside agencies, and the public in a multi-ethnic, multicultural, multilingual environment. 
• Ability to receive and implement feedback to improve practice and systems.
• Ability to work with adults as well as children      
• Basic clerical and computer skills     
• Knowledge of screening techniques 
• Ability to assess emergencies (triage)

Required Qualifications:

• Demonstrated proficiency/experience with Microsoft Office Suite (especially Microsoft Word and Microsoft Excel) and the Google Suite 
• Strong written and oral communication skills 
• Effective interpersonal relationship skills 
• Strong organizational skills with demonstrated ability to effectively structure the work in an office 
• Secretarial skills and/or experience

Pre-employment Paperwork Requirements:

• Pennsylvania Criminal Background Check, FBI Fingerprinting Background Check, Pennsylvania Child Abuse Clearance
• Sexual Misconduct/Abuse Disclosure Release (Act 168) forms 
• School Personnel Health Record and TB test

Working Conditions & Physical Requirements:

• Work scheduled hours in a consistent indoor office environment is subject to frequent interruptions
• Pushing, moving a, nd 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

Level of Compensation: Based on ESPA's CBA

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 opportunities 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 any particular activity or task performed by any specific employee.