Secretary - Student Services

Secretary - Student Services JobID: 4578 Position Type: Secretarial & Administrative Support/SecretaryDate Posted: 9/18/2026Location: ESC Closing Date: 10/01/2026 Additional Information: Show/HideAt the present time, a vacancy for a secretary exists within the division of Student Services at the Chester County Intermediate Unit, located at the Educational Service Center in Downingtown, PA. Are you motivated to create brighter futures for students, families, and the entire community? If so, we want you on Team CCIU! At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success together takes a team approach!We strive to hire exceptional and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond. If you are looking for an exciting, challenging opportunity to grow your career, don't wait apply today to make Team CCIU even stronger tomorrow!Summary of PositionThis position supports all aspects of the Student Services supervisor's responsibilities, including maintaining student lists and services requested, managing student databases, tracking budgets, preparing purchase orders, assisting with billing, tracking inventory, managing calendars, scheduling meetings, and assisting internal and external stakeholders with questions/needs. Daily activities require independent thinking, time management, prioritization, and immediate decision-making. The position requires proficient computer skills and use of various software, excellent verbal and written communication skills, sound organizational skills, and good judgment.QualificationsHigh School diploma or GED required; post-secondary training is preferred.Prior secretarial/clerical experience is required.Working knowledge of student services processes/procedures and school district operations is preferred.Documented training in email, word processing, spreadsheets, presentation software, Microsoft forms, and databasesCurrent child abuse, criminal and FBI clearances Essential Job SkillsIncumbent must possess leadership abilities, confidentiality, be self-motivated and able to make decisions independent of immediate supervisor.Knowledge of special education processes, procedures and law, and school district operations is extremely important.Incumbent must be able to handle all transactions with calmness and assuredness.Exemplary writing and communication, as well as strong interpersonal skills, are extremely important.Incumbent must possess good organizational, problem solving, and prioritizing skills.Must possess excellent judgment in maintaining the confidentiality of staff and students.Duties and ResponsibilitiesMaintain efficient and confidential operation of supervisor's officeProvide assistance in place of supervisorHandle confidential calls, inquiries, mail, and correspondenceTyping, drafting memos/lettersSchedule meetings/trainings; schedule roomsProvide program support:Respond to questions in the absence of supervisorOrganize and disseminate announcements and other materialsManage and expedite purchases for supervisor and staff including but not limited to program specific materials, general supplies, computers and computer equipment, printer cartridges, and custodial suppliesPrepare Purchase Orders, process invoices, maintain budget expense spreadsheet and update service agreementsServe as liaison with courier for moving items between program locations and shipping program materials/mail; process return of materialsServe as a liaison between staff and IT for repair and distribution of the aforesaid equipment and software; maintain inventory of all computers, printers, etcCoordinate bi-annual inspections for all vans and van maintenance needsAssist with coordination of annual Employer Recognition CelebrationProvide administrative assistant support to staff under supervisor's management:Processing and tracking paperwork for supplemental elections, leaves, absences, Human Resources documents, etc.Maintain data for all staff, including Motor Vehicle Record checks, training, certificates, etc. annuallyProcess staff performance related documents for the supervisor as requestedProcess expense voucher requests for staffPrepare and disseminate student packets and parent permissions as requestedAssist staff with accurate completion of all paperwork by request of supervisorNotify staff of deadlines and notify supervisor of staff failure to complete paperworkMaintain documentation for expenditures for supervisor:Verify billing reports on a quarterly basis for the business office for students, staffServe as liaison for supervisor with accountant(s) and secretaries in Business Office and Student Support Services. Assign ASNs on documents.Accountable for duties related to student tracking and student records including:Securing and releasing educational records for incoming and exiting studentsReleasing records to agencies, MH/MR, Bureau of Disability, ACCESS, and parentsForwarding records/referrals to related services providers with required referral informationUpdate skills related to new systems, procedures, technology and other topics as suggested by supervisor(s)Perform other duties as deemed necessary by the supervisor; provide secretarial support to the division director in the absence of his/her secretary or at his/her requestSalary 2026-2027 School YearSupport Hay, Band 10, Nonexempt (eligible for overtime)$22.50 - $29.82/hr, based upon experienceScheduleMonday - Friday, 7.5 hours per day, 260 days per year (12-month position)AAEqual Opportunity EmployerChester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.