Position: Business Office Secretary (12-Month)
Location: District Administration Building
Pay Information: $18.78 per hour, family benefits provided
Classification: Confidential Secretary
 

Position Summary

The Business Office Secretary provides comprehensive administrative and clerical support to the District's Business Office and Director of Finance & Operations. The position is responsible for coordinating and maintaining a variety of financial, purchasing, student billing, insurance, compliance, records management, and operational functions.  The Business Office Secretary works with district administrators, school personnel, students and families, other school districts, governmental agencies, vendors, insurance representatives, auditors, and community organizations. The position requires strong organizational skills, attention to detail, confidentiality, accuracy, and the ability to manage multiple responsibilities and deadlines independently.
 

Essential Duties & Responsibilities

• Provide administrative and clerical support to the Director of Finance & Operations and Business Office staff.
  • Prepares correspondence, reports, spreadsheets, forms, memoranda, and other business office documents.
  • Maintain accurate electronic and paper files and records.
  • Process and maintain purchase orders, payment requests, invoices, and related documentation.
  • Answers phone calls and takes messages
  • Maintain spreadsheets and databases used by the Business Office.
  • Respond to inquiries from district staff, parents, students, vendors, other school districts, and governmental agencies.
  • Coordinate correspondence and follow-up communications on behalf of the Business Office.
  • Maintain confidential information and records.
  • Organize documentation according to District retention requirements and established Business Office procedures.
  • Maintain historical records and supporting documentation for audits, reports, contracts, claims, and financial transactions.
• Oversees student tuition, enrollment & state reporting
  • Process and maintain PDE 4605 forms and related documentation for students placed in or attending educational programs outside the District.
  • Maintain records related to student placements, enrollments, withdrawals, graduates, and tuition obligations.
  • Coordinate tuition agreements and related documentation with other school districts and educational providers.
  • Review enrollment and attendance information and reconcile records with the District's student information system.
  • Assist with state and federal reporting by gathering, reviewing, and organizing required information.
  • Prepare and maintain documentation supporting required state reports and submissions.
  • Assist with cyber charter school enrollment verification, invoicing, and related records.
  • Monitor student enrollment and withdrawal information to ensure appropriate records and financial obligations are maintained.
• Prepare, update, distribute, and maintain district contracts
  • Coordinate the collection of required signatures and maintain executed contract records.
  • Maintain contract listings and files for Business Office, technology, special education, and other district agreements.
  • Assist with Requests for Proposals (RFPs), bids, and other procurement activities.
  • Prepare and coordinate legal advertisements related to bids, budgets, audits, and other required notices.
  • Assist with bid openings and record bid submissions and related information.
  • Maintain procurement records and supporting documentation in accordance with District procedures and applicable requirements.
• Prepare and organize financial reports and supporting documentation for Board of School Directors meetings.
  • Coordinate the distribution of designated financial reports and other Business Office materials to the Board Secretary.
  • Maintain records of contracts approved by the Board.
  • Organize and maintain Board-related financial records and contract documentation.
  • Assist with preparation of Board agenda materials related to Business Office matters.
• Manages district insurance & risk management
  • Assist with annual District insurance policy renewals and related documentation.
  • Maintain certificates of insurance and insurance-related records.
  • Process requests for certificates of insurance.
  • Assist with insurance claims and communicate with insurance representatives and adjusters as needed.
  • Maintain records related to District vehicles and required driver record checks.
  • Coordinate annual motor vehicle record checks and maintain related documentation.
  • Assist with student accident insurance programs and related records.
• Serve as a primary District contact for workers' compensation claims and related administrative matters.
  • Process workers' compensation claim paperwork and submit required information to the District's workers' compensation carrier/administrator.
  • Provide claim information and claim numbers to employees as appropriate.
  • Communicate with employees, medical providers, claims representatives, and District personnel regarding claim-related matters.
  • Maintain confidential workers' compensation claim files and spreadsheets.
  • Monitor claims through completion and maintain documentation regarding closed claims.
  • Provide workers' compensation information and required notices to District buildings and staff.
• Serves as recording secretary for monthly Safety Committee meetings, including preparation of agendas, meeting materials, and minutes.
  • Prepare accident reports and related information for the District Safety Committee.
  • Maintain safety-related records, accident reports, and workers' compensation information.
  • Coordinate distribution and collection of workplace safety inspection materials.
  • Assist with required safety reports and certifications.
  • Coordinate AED inspection documentation and related records.
  • Assist with compliance-related notices, reports, and deadlines.
• Assists the Director of Finance and Operations with annual audit preparation
  • Coordinate required audit notices, advertisements, filings, and proof of publication.
  • Maintain records of legal advertisements and required governmental filings.
  • Assist with preparation and submission of required Pennsylvania Department of Education and other governmental reports.
  • Monitor assigned reporting deadlines and maintain supporting documentation.
• Assist with special projects and other duties as assigned by the Director of Finance & Operations.

Minimum Qualifications:

• High school diploma or equivalent required
• Bachelor's degree in business, accounting, finance or a related field preferred
• Previous experience in an administrative, clerical, accounting, business office, or related position
• Experience with financial administration, invoicing, purchasing, or accounts receivable preferred
• Experience coordinating contracts, bids, or procurement activities preferred
• Experience with governmental or public-sector recordkeeping preferred
• Demonstrated proficiency with Microsoft Office and Google Workspace
• Strong organizational and recordkeeping skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to communicate professionally and effectively with employees, administrators, vendors, governmental agencies, other school districts, and members of the public.
• Strong attention to detail and accuracy.
• Ability to manage multiple responsibilities and deadlines with minimal supervision.
• Ability to learn and effectively utilize District-specific software and databases.