Executive Secretary to Principal Job at Lower Merion School District in Ardmore

Lower Merion School District is hiring an Executive Secretary at Black Rock Middle School.

This position is the personal secretary for the Principal. This secretary schedules appointments, gives information to callers, and otherwise relieves administrators of clerical work and minor administrative details. This position requires significant management skills of invoices, accounts payable & receivable and purchase orders for the building. This individual is a public relations representative in the school office who is responsible for promptly and professionally responding to the needs of parents, students, staff members, visitors, administrators and members of the community. This secretary serves as Lead Secretary in the School and may be called upon to organize the work and tasks of other employees in the school. This secretary is often called upon to act on behalf of the Principal, collecting information, delivering messages, assigning tasks, coordinating tasks or organizing projects or meetings. This individual is a public relations representative in the school office who is responsible for promptly and professionally responding to the needs of parents, students, staff members, visitors, administrators and members of the community. An Executive Secretary is expected to determine what he/she can resolve on behalf of the Principal and what needs to be referred to the Principal or someone else. A successful candidate must be able to compile records and maintain accurate and complete files related to school operations.

High school diploma or GED required, Bachelor's Degree desired. Five or more years experience and/or training preferred. Demonstrated ability to compose clear, concise and professional correspondence using proper format, grammar, spelling. Strong interpersonal skills and the ability to interact with teachers, students, administrators and parents verbally and in writing required. Organizational skills and ability to effectively manage multiple tasks are needed in the successful candidate. Complete understanding of confidentiality and ability to secure and maintain confidential information is essential.

A working knowledge of Microsoft Office: Word, Outlook, Excel required. Ability to use the internet to retrieve information or do research. A working knowledge of PowerSchool or similar Student Information System is strongly preferred.

Applicant must demonstrate competency on the computerized qualifying tests.

Duties include but are not limited to:

• Reads and routes incoming mail of the Principal. Locates and attaches appropriate files to correspondence to be answered by the Principal. Independently composes and types routine response correspondence. Organizes and maintains a filing system; files correspondence and other records.
• Manages invoices, accounts payable & receivable and purchase orders for the building.
• Answers and screens the Principal's telephone calls; arranges conference calls.
• Conducts research, compiles and types statistical reports.
• Coordinates and arranges meetings using electronic calendar software such as Outlook; prepares agendas, reserves and prepares facilities; records and transcribes minutes for meetings. Maintains appointment schedule for Principal in electronic calendar such as Outlook.
• Greets visitors to school, determines nature of business, and then directs visitors to appropriate destination or staff member.
• Responds to requests for information, questions, concerns and complaints of parents, students, staff members, visitors, administrators, members of the community. Such interactions will be professional, respectful, and helpful while at the same time guarding confidential information. An Executive Secretary is expected to determine what he/she can resolve on behalf of the Principal and what needs to be referred to the Principal or someone else.
• Composes or transcribes from rough draft: correspondence, bulletins, reports, memoranda, daily announcements, employee evaluations and other material as assigned by the Principal
• Compiles records; maintains accurate and complete files such as but not limited to: student information using electronic grading and scheduling software such as PowerSchool Student Information System and/or PowerGrade, discipline, budget, reports and other school records as needed.
• Coordinates and oversees preparation of mass mailings to parents as required.
• Talks with students encountering a problem, resolves the problem or directs student to appropriate staff member(s).
• Oversees distribution of books and testing materials. Oversees ordering of supplies and processes purchase orders as required.
• Maintains petty cash and student activity accounts as assigned. Oversees distribution of funds, records financial transactions, and audits and balances student organization and other school fund accounts as assigned.
• Oversees the calendar of school events. Prepares announcements and notify central office personnel as appropriate.
• Serves as a back-up to other secretaries/clerical aides as needed. As a cooperative team member, offers assistance and support as needed to accomplish work of school office.
• Performs other related duties as assigned.

Child Abuse, PA State Police and FBI clearances (no less than one year from date of hire).

This is a 12-month position beginning immediately after filled.

Salary and benefits set by LMEA Collective Bargaining Agreement. Starting salary is currently $55,798.00.

The District strictly prohibits unlawful discrimination on the basis of race; color; creed; religion; sex; age; national origin; ethnicity; marital status; sexual orientation, including gender expression or identity; honorably discharged veteran or military status; the presence of any sensory, mental, or physical disability; or the use of a trained guide dog or service animal by a person with a disability. Please contact Kyra Gordon for accommodation requests at gordonk@lmsd.org.