Openings as of 4/22/2025

Student Support Services Secretary

JobID: 890

Position Type:
  Secretarial/Clerical/Secretary


Date Posted:
  4/7/2025


Location:
  Student Support Services


Date Available:
  May 2025


Closing Date:
  04/28/2025


  
STUDENT SUPPORT SERVICES SECRETARY
STUDENT SUPPORT SERVICES

Ephrata Area School District, 803 Oak Boulevard, Ephrata, PA is recruiting for a Student Support Services Secretary for our Student Support Services Department to start immediately.

The Student Support Services Secretary will independently manage the day-to-day requirements of the Student Services and find solutions to issues as they arise.   To serve the Coordinators by assuming routine tasks and delegated work so that the Coordinators can devote maximum attention to the management of their respective positions.

All essential functions are to be executed through the lens of high-quality customer service.  

Examples demonstrative of high-quality customer service may include but are not limited to the following: 
•  Prompt responsiveness to inquiries
•  Professional and courteous verbal and nonverbal communication
•  Proactive problem solving
•  Positively contribute to establishing trust, unity, and a sense of belonging with each interaction.

Please review attached position description for a full list of essential functions: 
• Maintain office area in an orderly, efficient, and friendly manner. Greet visitors, parents, and staff with questions in a positive manner
• Answer telephone and intercom calls assisting and directing callers and visitors to Students Services, PBaBF, and the EVA Studio
• Type, copy, file and distribute communications and accompanying information to families and students including (but not limited to):  drop letters, special ed paperwork, parent letters, student letters, etc.
• Arrange and maintain appointments/meetings for coordinators.
• Register coordinators and student services staff for specific training through IU, PaTTAN, PDE, etc.
• Request quotes, process, and track purchase orders for all Student Services programs. Check purchase order materials at delivery and distribute to staff members. Follow up with vendors if needed.
• Process invoices, reimbursements, mileage, quick checks, deposits, and time sheets for coordinator approval and send to the district office for board approval or District Office.
• Obtain other language and deaf/hard of hearing interpreters for entire district. Independently organize and schedule interpreters for parent/teacher conferences annually.
• Receive and check all district Homebound Instruction Applications. Report all Special Education students to PDE Department of Special Education.
• Track students educated in mental health facilities (such as Phil Haven or Kids Peace) and verify that invoices received are accurate.
•  Enter maintenance/IT requests and follow up on requests. 
• Manage paperwork for School Based Access Program billing (Medical Assistance). Assist with quarterly and annual reports, review monthly log reports, and follow up on necessary changes with providers. Process ACCESS forms, IEPs, and 1x MA consents and send to IU as needed. Track down information requested by the IU. File access logs and 1x consents to keep on record. Answer or find answers for service providers (PCAs, therapists, nurses, teachers) regarding all things MA.
•  Track all information sent to ACCESS.
•  Create and maintain training modules on MA documentation for nurses, paraeducators, and staff members. Coordinate follow-up activities to make sure data collection of MA logs is accurate and consistent.
•  Coordinate and manage paraeducators yearly training.
•  Document and maintain Act 16 information for yearly data collection. Assist Coordinator in gather information of expenditures for all exceptional students
 
KNOWLEDGE & SKILL REQUIREMENTS
Certification:                   Not required
 
Experience:                    2 – 5 years of experience working independently in a high-traffic office setting. Computer skills must include knowledge of and ability to use Microsoft Office products (Access, Excel, Word, etc)
 
Language Skills:             Strong knowledge of oral and written English language.
                                                               
Mathematical Skills:        Ability to perform basic math calculations
 
Reasoning Skills:             Ability to work independently.
 
Other Skills & Abilities:    Capable of operating office machines and experience involving data processing equipment; Expertise in Microsoft Word, Excel, and Outlook; excellent communication and organizational skills.

WORKPLACE EXPECTATIONS:
• Must demonstrate regular and punctual attendance. Must interact positively with administration, students, staff, parents, and community members. 
• Must demonstrate professionalism and appropriate judgment in behavior & speech and dress in a neat, clean, and professional manner. 
• Must follow all District policies, work procedures and reasonable requests by proper authority. 
• Must maintain the integrity of confidential information within the Business Office. 
• Follow established protocols as outlined in Student/Faculty/Support Staff handbook
Other Requirements:    Applicants must also possess the following criminal clearances obtained within the last 12 months: Act 34 - PA Criminal Record; Act 114 - FBI Background Check; Act 151 - PA Child Abuse Clearance.                                               

The Ephrata Area School District also requires a pre-employment drug test, physical, and TB test upon offer of employment as directed by PDE and the PA Department of Health.

The Ephrata Area School District will not discriminate in employment, education programs, or activities based on race, sex, handicap, or national origin. This policy of non discrimination extends to all other legally protected classifications in accordance with state and federal laws including Title IX of the Education Amendments of 1972 and Section 503 and 504 of the Rehabilitation Act of 1973.  Inquiries should be directed to Diane Gibson, Director of Human Resources, Ephrata Area School District, 803 Oak Boulevard, Ephrata, PA  19522.


Attachment(s):
• Secretary - Student Support Services Secretary - Revised 11.22.doc



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