Penn Manor School District - District Office Secretary

Posting: 6/17/26 - 7/1/26
Location: District Office
Status: FT - 260 Days/yr
Reports to: Director of Student Support Services
Schedule Monday through Friday 7:15 a.m. – 3:45 p.m.

Summary
Under the leadership of the Director of Student Services, the District Office Secretary manages district office front desk operations while executing critical data entry, state compliance tracking, and documentation management for the Special Education department.

The individual serves as the professional "face of the district" for incoming visitors and phone communications while accurately maintaining highly confidential records. This includes executing required student data entry into state reporting networks and organizing required documentation to secure Medical Assistance funding, with ultimate data oversight provided by the Director of Student Services.

Primary Duties and Responsibilities
Student Services - Compliance, Data Operations, & Clerical:

Accurately enter, track, and maintain student restraint data within the mandated state reporting system in strict accordance with Pennsylvania Department of Education (PDE) guidelines. Coordinate timeline-sensitive data entries with building principals and special education staff.
Medical Assistance (MA) Billing Tracking: Collect, organize, and review necessary paperwork—including provider logs, student schedules, and required parental consent forms—for School-Based ACCESS Program reimbursement. Exclusively enter tracking data into the state's designated electronic medical assistance system to ensure accurate billing submissions.
Compile, audit, and organize all restraint entries and Medical Assistance documentation for review and final administrative sign-off by the Director of Student Services.
Organize and maintain physical and digital student records for Special Education and English as a Second Language (ESL) programs, adhering strictly to FERPA and HIPAA privacy standards.
Create, edit, and file diverse word processing documents, correspondence, and spreadsheets for the Special Education department. Provide task-oriented clerical support to special education teachers and coordinators.
Order, receive, and maintain inventory of office supplies for the Special Education department.

Front Desk & Reception Operations:

Greet walk-in public and staff via the secure entry window. Manage visitor verification protocols in alignment with district safety procedures.
Serve as the primary administrative receptionist, managing the district’s central telephone system. Screen calls, answer routine inquiries about district services, and route callers efficiently.
Retrieve, sort, and distribute daily incoming mail and packages for the District Office. Coordinate outgoing mail logistics, utilizing the Business Office mail processing machine.
Perform other task-oriented clerical or support duties as assigned by the Director of Student Services.

Qualifications

High school diploma or equivalent is required
A minimum of (2) years’ experience as a secretary necessary, preferably in public education
Valid PA Driver’s license and /or access to independent transportation
Pre-employment requirements as designated by the PA School Code

General Skills and Capabilities

Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
Strong written and verbal communication abilities, including professional phone etiquette and proficiency in written correspondence.
Proficiency in office productivity software (e.g., Google) and familiarity with database management systems for record keeping.
Ability to handle sensitive and confidential information with professionalism and discretion.
Excellent interpersonal skills, with the ability to work collaboratively with diverse stakeholders, including students, parents, staff, and community members.
Demonstrate problem-solving skills and the ability to work independently with minimal supervision, while also being a team player.
Flexibility to adapt to changing priorities and manage multiple tasks simultaneously in a fast-paced environment.

Physical Requirements and Sensory Abilities

Ability to reach above and below the waist
Ability to use fingers to pick, feel and grasp objects
Ability to use both hands for repetitive motion
Ability to operate office equipment
Considerable bending and twisting of the body required
Ability to lift and/or carry supplies and/or papers weighing no more than 20 lbs.
Ability to stand/sit for long periods of the workday
Must possess computer skills
Must possess excellent interpersonal skills
Must be cooperative, congenial, and service-oriented
Must be able to work in an environment with frequent interruptions
Must possess general office/secretarial skills
Must appropriately handle confidential information
Visual acuity
Auditory acuity
This position primarily operates within a professional office setting, which may include district offices, school buildings, hallways, and school grounds.

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)