Administration - Confidential Secretary to the Director of Human Resources

Position Title:   Confidential Secretary to the Director of Human Resources

Location:           Administration Building

Status:              FULL-TIME, 12 month Permanent Position

Salary:              Starting minimum salary - $48,500 (based on experience)

Opening Date: 05/19/26                           Closing Date:  When appropriate candidate is chosen

The Upper Darby School District is seeking applicants for the position of Secretary to the Director of Human Resources under the Confidential Secretary Agreement.

This position responds to inquiries to the Human Resources Department; support the maintenance of information and operation of the department; coordinate the onboarding process for new employees; and process requests for current and former district employees. Primary Departmental Essential Functions and Department Assignments will be assigned by the Director of Human Resources.

ESSENTIAL FUNCTIONS: Employee must have the ability to perform the following essential functions on a timely basis with or without reasonable accommodations.

1. Respond to internal and external inquiries to the Human Resources Department and provide a timely response and direction as needed.

2. Post New Positions (other than Full Time Professional Staff) for assigned departments.

3. Contact recommended non-professional and non-administrative recommended hires to offer positions and provide salary information for assigned departments.

4. Onboard new hires for assigned departments

    a. Prepare new hire folder

    b. Send New Hire Checklists to employees

    c. Request Pre-Employment Testing and confirm completed

        i. Provide any concerns regarding physical, TB, drug or alcohol testing results to the Director of Human Resources.

d. Provide Act 168 information and confirm all 168 forms have been collected

e. Meet with new employee to collect 1-9 form and required documentation

f. Collect all required clearances

   i. Provide clearances with prior activity to Director of Human Resources for review

g. Collect all required transcripts and confirm offered step matches conferred degree/credits for professional staff.

h. Maintain timely information in the Human Resources Onboard Checklist Document available to all hiring supervisors

i. Begin Payroll Authorization process for all new employees who have fully completed the onboarding process and provide to Director of Human Resources for final approval

j. Provide notice to employee and their supervisor of start date.

k. Provide new hire information for Board Reports

l. Notify curriculum department of Induction and Orientation Requirements of new professional staff.

m. Communicate employee status as needed with departments

5. Process resignations and retirements for assigned departments

    a. Correspond with professional employees and departments regarding hold dates and update the information as the employee is released.

    b. Provide resignation and retirement information for Board Reports

    c. Post Non-Professional Positions and non-full time Professional Positions on Talent Ed and maintain postings until position is filled for assigned departments.

    d. Post positions as needed on PA REAP

6. Process Employees Changes in Status for assigned departments

    a. Assign Change in Status Checklist to employee

    b. Assign any additional pre-employment testing required

        i. Provide any concerns regarding physical, Tb, drug or alcohol testing results to the Director of Human Resources

    c. Collect all required transcripts and confirm offered step matches conferred degree/credits for professional staff.

    d. Begin Payroll Authorization Process for all new employees who have fully completed the onboarding process and provide to Director of Human Resources for final approval

    e. Provide change in status information for Board Report

7. Process Employee Changes in Assignment for assigned departments

    a. Send letter to notify change in assignment

8. Administrative Leave, Suspension and Loudermill Communication

    a. Draft and districtbue notices and documentation for the Director of Human Resources as required.

    b. Provide information for Board Report for terminated employees as required.

9. Maintain the Following Lists:

    a. Retiree List

    b. Transfer List

    c. Private Tutor List

10. Human Resources Department Operations

    a. Order supplies as needed

    b. Process departmental requisitions and bills

    c. Maintain Director of HR’s calendar

ADDITIONAL FUNCTIONS: In addition to the foregoing essential job functions, the employee is required to perform the following additional duties, unless such a duty cannot be performed with or without reasonable accommodation.

1. Other duties as may be assigned.

QUALIFICATIONS: To successfully perform this position, a person must be able to perform each primary duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skills, and/or ability necessary.

1. Extensive secretarial experience, preferred.

2. Ability to multi task in a high volume work atmosphere, with constant interruptions.

3. Strong written/oral communication skills required.

4. High School Diploma

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is required to maintain a stationary position and move about to access file cabinets, office equipment, etc.

2. The employee is frequently required to communicate, to provide accurate information to others, and to obtain and follow directions.

3. The position requires the employee to constantly operate a computer and other office equipment such as a copy machine, fax, and printer.

4. Ability to lift and/or exert up to 20 lbs. of force to occasionally move objects.

5. This job requires the ability to observe, inspect, identify, and determine accuracy of written documentation and fine details. 6. The position requires meeting deadlines with severe time constraints, interacting with staff and the public, and occasional, irregular, or extended work hours.

7. Some/occasional local travel may be necessary: Must be able to provide own transportation to school related functions/meetings, community agencies and schools throughout our service area.

8. The employee is frequently required to interact in person and by phone or email with the public, students, parents, staff, other administrators, board members, and community agencies

Our Mission:

It is the mission of the Upper Darby School District to provide a comprehensive educational program that develops all learners into critical thinkers, with effective communication skills, empowering them to adapt to an ever-changing world. Our students will demonstrate integrity and confidence while cultivating a learner's mindset in pursuit of personal excellence and service to others.

Our Belief Statements:

We believe:

• All individuals are capable of learning.

• Individuals learn in different ways and at different rates.

• Individuals have the right to be treated with respect and dignity.

• Students are unique individuals with varied talents and skills.

• Successful learning experiences build self-esteem.

• Learning is most effective in a caring environment where high standards of social interaction are maintained.

• Education should encourage individuals to acquire knowledge and attitudes necessary to live in a changing global society.

• Critical thinking, problem solving and decision-making are essential life skills.

• Updates in technology necessitate continuous personal and organizational adjustment.

• Professional development of all staff is vital to meet the changing needs of students and to reflect current best practices.

• The educational program must meet the needs of all learners and be responsive to the needs and resources of the community.

• Cultural and ethnic diversity is a valued strength of our community.

• Society benefits when individual rights are balanced with the needs of the group as a whole.

• Quality public education directly benefits the entire community.

• Lifelong learning is essential for all individuals.

• Education is the responsibility of the entire community, the school, the family, and, most importantly, the individual.

INTERESTED APPLICANTS SHOULD APPLY BY VISITING www.upperdarbysd.org>

                                    Services>Human Resources>Employment Opportunities

The Upper Darby School District is an equal opportunity education institution and does not discriminate in its educational programs, activities, or employment practices on the basis of race, color, national origin, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. Announcement of this policy is in accordance with state law, including the Pennsylvania Human Relations Act, and with federal law, including Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans with Disabilities Act of 1990.