Full time, 10 month Secretary position with benefits.
Starting December 2025
Starting hourly rate $17.75
JOB DESCRIPTION
Qualifications:
Education: high school graduate - preferably supplemented by business school training
Experience: successful experience in general office and secretarial work
Alternatives: can effectively prioritize tasks and acquire additional skills deemed necessary by the Penns Valley Area School District Board of Directors
Can demonstrate an aptitude for doing the work listed below using appropriate methods, materials, technology and office equipment; Can demonstrate effective and efficient office skills; Can do any bookkeeping work assigned, after proper instruction, using accurate figures and calculations; Can relate well with other school employees, with students and with the visiting public; Can understand and follow directions; Can perform assigned tasks with thoroughness, initiative, responsibility and accountability; Can readily adapt to changing situations.
Job Summary: Provide clerical support as assigned.
High School Receptionist
Receptionist/General Office
• Receptionist has first responsibility for answering the phone and greeting students, visitors, and guests.
• Receptionist makes morning announcements, afternoon announcements, and period-by-period announcements as necessary.
• Prepare unanticipated bus passes and appointment notices as requested by parents who call into the office. Manage all bus notes and record them daily.
• Secure missed homework and class work assignments for students as directed.
• Replenish form supplies, including hall passes and classroom sign in/sign out sheets for all classrooms.
• Create and distribute a directory of classroom telephone numbers at the start of each school year.
Employee Absences/Substitute Personnel/Coverages
• Update substitute folders for all employees at the beginning of each school year.
• Monitor employee absences recorded in the absence system and make phone calls to solicit substitutes for positions at risk of not being filled.
• Print Daily Employee Absence Report and Substitute Sign-in Sheet from the district’s employee management system and verify that all positions are adequately covered.
• Distribute folders for substitute personnel along with signing out and distributing the necessary badges, keys and homeroom attendance sheets.
• Secure signatures from all substitute personnel on the daily sign-in sheet.
• Reconcile absences electronically via the district’s employee management system.
• Photocopy daily report forms submitted by substitutes, replace paperwork in substitute folders, and account for all keys and badges at the end of each day.
• Process faculty requests for coverage and deliver coverage assignment slips.
Mail
• Update and re-label faculty mailboxes at the beginning of each school year.
• Maintain postage meter supplies and postage.
• Stamp postal mail and prepare for carrier pick up by 9:30 a.m.
• Sort and distribute incoming postal and interoffice mail.
Discipline
• Work with assistant high school principal to receive, date and time stamp classroom discipline and bus driver referrals and solicit students as needed for disciplinary action.
• Prepare letters regarding violations of school regulations (tardy to school, late to class, etc.).
• Notify faculty members of lunch detention, in-school suspension, and out of school suspension assignments and alert coaches to PM detention assignments pertaining to athletes.
• Alert Attendance Secretary to assigned in-school and out of school suspension assignments.
• Maintain a record of cell phone violations and distribute PM detention notices as the level of violation necessitates.
• Generate follow-up correspondence for assigned in-school suspensions, out of school suspensions, bus riding privilege suspensions, and revoked driving privileges.
• Key data from all processed disciplinary referrals into the student management system.
• Assist administration with the verification and submission of the PDE School Safety Report and AED upload at the end of each school year.
Parking Permits
• Update student parking grid and student parking database at the beginning of each school year in the student management system.
• Distribute student parking permit applications.
• Process completed parking permit applications, assign parking tags and record information on grid and in database.
• Monitor student parking areas and spot check database information with vehicles parked in lots and tags displayed.
• Retrieve and re-issue parking passes as they are confiscated as a result of infraction.
Lesson Plans
• Create and maintain a log to track the submission of lesson plans.
• Record lesson plan submission following homeroom of the first school day of the week.
• Print copies of lesson plans as requested by administrators.
Work Permits
• Maintain supply of student work permit forms and applications.
• Create yearly logs and files to track the distribution of work permit applications and the number and type of work permits being issued.
• Prepare and process work permit applications as requested.
Activity Period
• Survey faculty members during August in-service days to obtain a list of clubs and activities that they wish to sponsor during the upcoming school year.
• Create a document for distribution to all students in September which lists all activity period offerings and announce for students to see club/activity advisors to sign up for the upcoming school year.
• Collect sign-up sheets from faculty sponsors and enter club lists to create an activity period database.
• Generate and distribute official club lists and sort data for homeroom postings.
• Organize first Activity Period to meet by the fourth week in September.
• Create and distribute a list clubs and activities that will be meeting each week as well as homeroom sign out sheets.
• Collect activity period club rosters and homeroom sign out sheets following each activity period meeting. Cross check lists to check on missing students.
• Process activity period add/drop slips and update database.
• Distribute revised activity period club rosters and homeroom postings as needed throughout the year.
• Generate and distribute weekly club/activity meeting schedule and arrange coverages as needed.
Student Debts
• At the conclusion of each marking period, survey faculty members for a list of students who owe textbooks or other debts.
• Create a debt list to track the receipt of owed money or property.
• Distribute debt list to homeroom teachers following the update each marking period.
• Prepare and mail a letter to parents of students who owe debts that any unresolved debts will be turned over to the magistrate at the conclusion of the school year.
• Prior to the seniors commencement rehearsal, prepare a senior debt list so that the principal can announce outstanding debts during the rehearsal. A copy should also be given to the senior class advisor.
• Request final underclassmen debts by the end of the last day of final exams.
• Create a final year-end debt list.
• Announce for students who appear on the debt list to report to the office to clear their debts during the last morning of the school year.
• Prepare and mail a letter to parents of students who still owe unresolved debts at the conclusion of the last day of school with notification of the date that civil charges will be filed with the magistrate to collect the debt.
• Send collected debt money to the district administrative office for deposit in the budget areas for which it was collected.
Athletics & Awards
• Prepare PIAA report for the Athletic Director (years sport played: fall-winter-spring).
• Assist the Athletic Director in monitoring weekly eligibility reports for student-athletes.
• Maintain sports lockers for all student-athletes who request one.
• Inventory award certificates and sports awards on hand and create a requisition to order as needed at the beginning of each school year.
• Prepare a memo to coaches at the conclusion of each sports season to get a list of their letter winners and managers.
• Prepare awards certificates for all letter winners and obtain appropriate signatures.
• Attach the appropriate awards and distribute to coaches for distribution to letter winners.
• Enter award winner information into sports database to track level of award achievement and award history.
• Work with PV Athletic Boosters to supply names (male/female) and number of senior athletes in preparation for the annual All Sports Awards Night.
• Generate a list of all JV and Varsity athletes, managers, trainers, etc. for the school year to use for the creation of the All Sports Awards Night program.
Dances
• Create and sell advanced guest tickets for these events.
Miscellaneous
• Schedule and organize fall and spring picture days, including the distribution of pictures.
• Enter and approve FMX requests when needed.
• Assist with attendance as needed (letters, excuses, etc.).
Position Specifications
Physical Demands
• Often sitting at desk for extended periods
• Standing for limited periods of time
• Moderate lifting from 15-30 pounds
• Some carrying – up to 30 pounds
• Manual dexterity to use office equipment
• Repetitive movement of fingers and hands for keyboarding
Sensory Abilities
• Visual acuity to read correspondence, computer screen
• Auditory acuity to be able to use telephone
• Ability to speak clearly and distinctly
Work Environment
• Generally, office setting
Temperament
• Ability to work as a member of a team
• Ability to respond positively under stressful work situations
• Must be courteous, respectful and efficient
• Must be cooperative, congenial, and service-oriented, and promote these qualities in the school
• Ability to work in an environment with frequent interruptions
Cognitive Ability
• Ability to follow written and verbal directions
• Ability to complete assigned tasks with minimal supervision
• Ability to read, write and do complex computations
• Ability to use correct grammar, sentence structure and spelling
• Ability to compose clear, concise sentences and paragraphs
• Ability to organize office setting to efficiently accomplish tasks
• Ability to work independently and make work-related decisions
• Ability to exercise good judgment in prioritizing tasks
• Ability to communicate effectively at all organizational levels
NOTE: All abilities above must be at a professional level.
Specific Skills
• Ability to operate office equipment and use computer technology efficiently
• Must appropriately handle confidential information
• Ability to function in a complex department with varied changing, service demand
• Ability to use AV equipment for group meetings, presentations; overheads, projectors, video equipment
Terms of Employment
Hourly rate, work schedule and other conditions of employment in accordance with current agreement and applicable policies
The position specifications described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned.
Adopted: 04/18/2012
Revised: 03/26/2025
