9th Grade Secretary - Carlisle High School

REQUIREMENTS:      Act 24 Arrest/Conviction Certification; Act 34 Criminal Clearance; Act 151 Child Line Clearance; Act 114 FBI Fingerprinting Security Clearances; Act 168 Sexual Misconduct/Abuse Disclosure Release and SafeSchools Training

ESSSENTIAL FUNCTIONS

Employee must have the ability to perform the following essential functions with or without reasonable accommodations:

Section A: Performance Responsibilities

1. Daily Building Operations: Oversee daily building operations to ensure the smooth and efficient functioning of the building. Responsibilities may include, but are not limited to:
   1. Ensure classrooms are appropriately covered
   2. Manage and assign building substitutes and day-to-day substitutes
   3. Assign and track class coverages and payments
   4. Support coverage of counseling and nurse offices (elementary-specific)
   5. Communicate updates and changes from service providers (transportation, food service, etc.)
   6. Manage building “hallpass” system
   7. Manage parent notes, late arrivals, notes to class

2. Front Office Management: Maintain oversight of front office. Responsibilities may include, but are not limited to:
   1. Greet and direct visitors, students and staff
   2. Ensure all parties adhere to visitor sign-in and sign-out procedures
   3. Manage volunteers, student teachers, and others to ensure appropriate clearances and paperwork
   4. Monitor students, family members, and other individuals in the office setting

3. Stakeholder Interactions:
   1. Maintain strong and supportive relationships with parents, students, and staff
   2. Evaluate stakeholder needs, determine urgency, and make decisions on how to respond
   3. Serve as an initial point of contact for questions and concerns
   4. Triage unforeseen situations (emergency/conflict management and diffusing challenging situations)

4. Discipline System and Records: Assist with the oversight and management of the disciplinary system. Responsibilities may include, but are not limited to:
   1. Process and mail discipline referrals as directed by an administrator
   2. Enter discipline records into the student information system
   3. Prepare relevant discipline letters, citation notices, etc.
   4. Track and update detention and suspension lists
   5. Track and update proctor lists and coverages
   6. Communicate relevant information to faculty, staff, and school police

5. Student Accounting: Oversee functions related to student accounting. Responsibilities may include, but are not limited to:
   1. Maintain accurate student accounting records (registrations, transfers, withdrawals, etc.)
   2. Monitor student information collection (PowerSchool, beginning of year)
   3. Track student enrollments across programs (in-person, CVA)
   4. Note: Some buildings may employ a specific “counseling secretary” or similar position.

6. Daily Attendance System: Assist with the management of attendance policies and procedures. Responsibilities may include, but are not limited to:
   1. Enter attendance information into the student information system in a timely manner
   2. Prepare and mail attendance letters (concern, medical requirement, other) as directed by an administrator
   3. Track student absences (tardies, unlawful days, etc.)
   4. Prepare attendance reports as needed
   5. Note: Some buildings may employ a specific “attendance secretary” or similar position.

7. Building Usage: Maintain oversight of building usage. Responsibilities may include, but are not limited to:
   1. Schedule and track room/building usage
   2. Monitor reservation of shared/common spaces
   3. Respond to facility concerns, inform Maintenance Department, entering tickets, assessing emergency situations

8. School Events and Activities: Assist with the implementation of various school events and activities. Responsibilities may include, but are not limited to:
   1. Maintain building schedules and calendars
   2. Organize and prepare for events and activities
   3. Schedule rooms and locations
   4. Prepare event materials (name tags, certificates, badges, etc.)
   5. Reserve transportation for school trips

9. Scheduling: Perform scheduling tasks for supervisors/administrators. Responsibilities may include, but are not limited to:
   1. Schedule meetings
   2. Schedule teacher observations, walkthroughs, and similar activities
   3. Schedule special events
   4. Register for and schedule out-of-district events

10. Financial Responsibilities: Assist the building administrator with financial duties. Responsibilities may include, but are not limited to:
    1. Maintain building budgets, requisitions, purchase cards, and related processes
    2. Reconcile budgets and expenditures on a regular basis
    3. Count money, make and track deposits
    4. Maintain ledger accounts related to student activities

11. General Communication: Communicate with stakeholders as required. Responsibilities may include, but are not limited to:
    1. Manage faculty and staff emails, announcements, and communication
    2. Prepare family and parent emails, letters, and communications
    3. Prepare student emails, letters, and communications
    4. Create building newsletters, if applicable

12. General Office / Clerical: Perform general clerical duties. Responsibilities may include, but are not limited to:
    1. Communicate with students, families, faculty, and staff – email, phone, etc.
    2. Prepare, open, and distribute mail and interoffice mail
    3. Schedule appointments
    4. Prepare, file and copy documents
    5. Order office/building materials and supplies; maintain inventories as needed
    6. Place work orders for malfunctioning equipment

13. Position-Specific Responsibilities: Complete administrative responsibilities related to the specific positions, buildings, and/or levels. Examples:
    1. Course selection and student scheduling
    2. Coordination of / preparation for state assessments
    3. Worker permits
    4. Communication/oversight of virtual instruction students
    5. Coordinate and track safety drills
    6. Manage student special events

14. Student Supervision: Assist as assigned with student supervision. Examples:
    1. Monitoring students in the front office area
    2. Assisting with special events or activities

15. Other Duties: Perform other responsibilities as assigned.