DHMS - Office Personnel - Class VII

Job Description

Office Secretary needed at Drexel Hill Middle School. Class VII - $28,665, permanent / full time position. Available immediately.

JOB GOAL
The Office Secretary provides administrative, clerical, and organizational support to ensure the efficient daily operation of the middle school office. The position requires strong communication, customer service, and recordkeeping skills while maintaining confidentiality in accordance with district policies.

ESSENTIAL FUNCTIONS

• Provide clerical support to building administrators and assigned staff.
  
• Prepare correspondence, reports, forms, and presentations as requested.
  
• Maintain calendars, schedule meetings, and coordinate appointments.
  
• Organize and maintain office filing systems (paper and electronic).
  
• Operate standard office equipment including copiers, scanners, and phone systems.
  
• Serve as a primary point of contact for parents, students, staff, and visitors.
  
• Answer and direct telephone calls; take and relay accurate messages.
  
• Respond to routine inquiries regarding school procedures, events, and programs.
  
• Assist with school communications such as newsletters, announcements, and mailings.
  
• Maintain student and administrative records in compliance with confidentiality requirements.
  
• Process attendance records, student documentation, and internal forms as assigned.
  
• Enter and update data in district information systems accurately and timely.
  
• Assist with records requests in accordance with district policy.
  
• Process purchase orders, invoices, and requisitions.
  
• Collect and record activity fees, deposits, or other payments following district procedures.
  
• Maintain supply inventories and assist with ordering office materials.
  
• Assist with coordination of school events and special projects.
  
• Support substitute coverage coordination and internal communications.

Performs other duties as assigned.
Performs in accordance with school policy, administrative regulations, state and federal laws.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Education Level Education Details Req Pref

High School X
Work Experience

Experience Experience Details Req Pref

Prior secretarial or administrative support experience X

SCOPE
Analytical Demands

• Occasional analytical demands. Analysis involves simple comparisons between numbers, letters, etc. (e.g., sorting, tallying, simple tabulating, and the like).

Supervision

• No supervisory duties.

Sensory Abilities

• Visual acuity and auditory acuity.
  
• Ability to communicate effectively in all aspects of the job.

Temperament

• Must possess excellent interpersonal skills.
  
• Ability to make judgments and work under high level of stress.
  
• Must be cooperative, congenial, and service oriented.
  
• Able to make judgments and work in situations that may be stressful.
  
• Ability to work as a coordinator and a member of a team.
  
• Must be courteous and able to effectively manage job responsibilities.
  
• Must be cooperative, congenial, service oriented, and promote these qualities.
  
• Ability to work in an environment with frequent interruptions.
  
• Ability to be respectful and empathetic.

Cognitive Ability

• Ability to communicate effectively.
  
• Ability to organize tasks.
  
• Ability to exercise good judgment.
  
• Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.
  
• Ability to establish and maintain rapport with students, parents, athletic staff, alumni, Board members, booster groups, staff, co-workers, and general community.
  
• Ability to work on multiple tasks and prioritize appropriately.
  
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems.
  
• Maintains productive working relationship with immediate supervisor.

Specific Skills

• Must possess active listening skills.
  
• Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.
  
• Able to adjust to changes in the work environment.
  
• Reports to work on time, gives a full day's work and makes effective use of time while on the job.
  
• Maintains a good attitude toward administration, fellow employees and the public.
  
• Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.
  
• Proofreads work for grammar and spelling accuracy.
  
• Ability to compose clear, concise sentences and paragraphs.

Workplace Expectations

• Acknowledges individuals' requests and handles them in a friendly and courteous manner.
  
• Promotes a positive team environment through active cooperation with others.
  
• Maintains awareness of the School District's policies and procedures. Follows the chain of command.
  
• Shows initiative and works with minimal supervision.
  
• When appropriate, incorporates progressive ideas/concepts into daily responsibilities.
  
• Responds appropriately to supervision and direction.
  
• Dresses appropriately for job environment.
  
• Ability to follow directions and give direction to others.
  
• Ability to work independently and make work-related decisions.
  
• Ability to exercise good judgment in prioritizing tasks.
  
• Ability to communicate effectively at all organizational levels.
  
• Ability to use computer technology efficiently including word processing, presentation/webpage software, PowerPoint and Excel software applications.
  
• Ability to appropriately handle confidential information in accordance with District policies.

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

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The Upper Darby School District does not discriminate in its education program, activities, or employment practices, based on race, color, national origin, sex, 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 Right 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.