K�2 Building Secretary

Position Title: K�2 Building Secretary
Reports To: Building Principal
Employment Status: Full-Time, 12-Month (230-Day) CBA is attached for review.
FLSA Status: Non-Exempt

Position Summary

The K�2 Building Secretary serves as the primary administrative support professional for the PLC school office. This position is responsible for ensuring the efficient daily operation of the school office while providing exceptional customer service to students, families, staff, and visitors. The Building Secretary manages confidential records, supports the Principal with administrative functions, coordinates communications, and assists with attendance, student enrollment, and school operations.

Essential Duties and Responsibilities

Administrative Support

• Serve as the first point of contact for students, parents, visitors, and community members.
• Provide administrative support to the Principal and other building administrators.
• Maintain calendars, schedule appointments, notate absences, and coordinate meetings.
• Prepare correspondence, reports, forms, agendas, and presentations.
• Maintain confidential student and personnel records in accordance with FERPA and District policies.
• Answer and direct telephone calls, emails, and office inquiries in a professional manner.
• Order, inventory, and maintain office supplies and instructional materials.
• Serve as the first point of contact for the main office�greet students, staff, parents, and visitors with professionalism and courtesy.
• Answer multi-line phones, take messages, direct calls, and respond to general inquiries.
• Maintain accurate student attendance records and assist with late arrivals, early dismissals, and absentee documentation.
• Prepare, distribute, and maintain school forms, letters, and internal communications.
• Support school safety procedures by monitoring visitor access, managing sign-in/out protocols, and issuing visitor badges.
• Assist with the scheduling of appointments, meetings, and use of facilities.
• Input and update data in the student information system
• Provide clerical support to teachers, counselors, administrators, and support staff as needed.
• Support student needs throughout the day, including distributing passes, assisting with health room traffic, and handling emergencies.
• Assist with beginning-of-year and end-of-year mailings and communications.
  
   

Student Services

• Maintain accurate student enrollment, withdrawals, transfers, and cumulative records.
• Process student registrations and maintain student demographic information.
• Coordinate attendance procedures, including recording absences, tardies, dismissals, and early pickups.
• Assist with student transportation changes and communicate updates with families and transportation staff.
• Prepare report cards, mailings, and student records as assigned.
• Support student health and emergency procedures by assisting the school nurse as needed.

Office Operations

• Maintain a welcoming, organized, and efficient front office.
• Monitor visitor management procedures and building security protocols.
• Coordinate substitute coverage requests and communicate staffing needs as directed.
• Schedule facility usage, conferences, and school events.
• Assist with preparation of newsletters, school communications, and website updates.
• Assist, when needed, with purchase orders, invoices, requisitions, and other financial documentation as assigned.
• Maintain filing systems, both electronic and paper.
• Manage the school's general budget and student activity accounts in coordination with administration.
• Process purchase requisitions, place supply and material orders, receive deliveries, and submit invoices to accounts payable.
• Check in and ensure proper distribution of all deliveries and orders.
• Verify and submit deposits for the school general fund (e.g., parking, scholarships, testing fees).
• Verify and submit deposits for all student activity accounts and fundraising proceeds.
• Submit reimbursements for staff and administrators in accordance with district guidelines.

• Maintain and manage the student obligations list, ensuring accurate tracking and communication with families and staff.

   

Communication

• Provide exceptional customer service to families, staff, and community members.
• Respond to inquiries accurately and professionally.
• Coordinate communication between administration, teachers, support staff, and District departments.
• Assist with school-wide communications, emergency notifications, and event coordination.
• Knowledge of computer systems and usage.

Compliance and Confidentiality

• Maintain confidentiality regarding student, employee, and District information.
• Comply with all Board policies, administrative regulations, and state and federal laws.
• Follow FERPA, child protection, and confidentiality requirements.
• Complete required professional development and mandated trainings.

Other Duties

• Assist with opening and closing procedures for the school year.
• Support state reporting and data collection as requested.
• Assist during emergency situations and school safety drills.
• Perform other duties as assigned by the Building Principal or Superintendent. Maintain and organize office supplies; monitor inventory levels and reorder as needed.
• Handle confidential information in compliance with FERPA and district policies.
  
   

Qualifications

Education

• High school diploma or GED required.
• Associate's degree or post-secondary coursework in business, office administration, or related field preferred.

Experience

• Minimum of three (3) years of progressively responsible administrative or secretarial experience preferred.
• Previous experience in a public school or educational setting strongly preferred.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Outstanding customer service and interpersonal skills.
• Ability to exercise discretion and maintain confidentiality.
• Strong attention to detail and accuracy.
• Ability to work independently while functioning as part of a collaborative team.

Technology Skills

Proficiency with:

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Google Workspace
• Student Information Systems (Skyward, PowerSchool, Infinite Campus, or similar)
• School communication platforms
• Electronic document management systems
• Office equipment including multi-function copiers and scanners

Physical Demands

• Prolonged periods of sitting and computer use.
• Frequent standing, walking, bending, and reaching.
• Ability to lift and carry up to 25 pounds.
• Frequent interaction with students, staff, and the public.

Work Environment

The work is performed in a busy elementary school office requiring frequent interaction with students, families, staff, and visitors. The employee must maintain professionalism while managing multiple priorities and interruptions throughout the workday.

Required Clearances

Prior to employment and as required by law:

• Pennsylvania State Police Criminal History Clearance
• Pennsylvania Child Abuse History Clearance
• FBI Fingerprint Clearance
• Act 168 Sexual Misconduct/Abuse Disclosure Release
• Physical and TB requirement
• Any additional clearances or certifications required by the District

Evaluation

Performance will be evaluated annually by the Building Principal in accordance with District policies and procedures.

The Octorara Area School District is an equal opportunity employer and is committed to creating an inclusive educational and work environment free from discrimination and harassment.