Secretary for Educational Programs and Services chez Appalachia Intermediate Unit 8

Location: IU8 Executive Office, Altoona

Reports to: Chief Education Officer

Terms: 12 Month 

Labor Status: Non-Exempt 

Job Classification: Per current ESPA Agreement  

Certification: Non-Certificated 

Company Overview:  

The Appalachia Intermediate Unit 8 is one of the 29 intermediate units that provide a vast array of services for member school districts, including student services, training and technical assistance, online learning, and customized programs and services. IU8 includes four counties, comprising 35 school districts (approximately 98 schools), and five Career Technical Centers. Appalachia Intermediate Unit 8 serves approximately 47,000 students across four counties within 3500 square miles. Our service area includes four counties: Blair, Somerset, Bedford, and Cambria. We have five different office locations within our service area: Altoona, Duncansville, Ebensburg, Richland, and Somerset. AIU8 offers opportunities for everyone, and our service area spans a broad range of living environments, from rural to more densely populated city areas.  

Job Summary:  

This position is responsible for providing direct support and assistance to the team, department, and organization. The person is responsible for organizing, facilitating, and managing multiple work tasks, ranging from routine to complex, for the area of assignment; developing and maintaining a level of knowledge, skill, and abilities required to adequately perform assigned tasks across established processes, procedures, and systems; coordinating timely and appropriate internal and external communications; providing assistance and responses to team and departmental questions and identified needs; developing reports and providing data as it applies to the assignment; and work collaboratively with managers, coordinators, supervisors, and directors to effectively and efficiently support the goals and vision of the Intermediate Unit.  

Supervisory Responsibilities:  No 

Key Responsibilities: 

• Provide clerical support to assigned areas, including maintaining files, statistical information, and records in the required form and format for each assigned project according to established policies and procedures for records maintenance. 

• Develop and maintain current, accurate information in the required form and format, including spreadsheets, databases, and the appropriate IU-adopted system. 

• Monitor and manage all incoming/outgoing mail, applying sound judgment to prioritize importance, determine appropriate routing, and ensure receipt. 

• Efficiently facilitate all internal and external phone calls, and all visitors to the IU, in a customer-focused and customer-service-oriented manner, and offer quality assistance or make appropriate and timely connections to the proper internal resource for assistance. 

• Manage all incoming/outgoing and internal information and communication with a level of confidentiality that is appropriate to the type and topic of information available and being managed, applying sound judgement to determine the level of confidentiality and/or communicating with the immediate supervisor for guidance on the level of confidentiality to apply in managing various types of information. 

• Support supervisor(s) and director(s) with maintaining calendar(s), scheduling and coordinating meetings, activities, and work-related events for individuals, teams, and the department, including issuing invitations, sending notices, securing locations, collecting responses, and establishing confirmations. 

• Report to various locations within the IU to provide support and/or participate in meetings, events, or activities of the supervisor, director, team, department, or organization, as needed and directed. 

• Use knowledge and skills with various IU systems to process requests, manage program and departmental data and information, complete reports and forms, manage inventories, and track information for assigned work tasks, effectively and efficiently following established processes, procedures, and policies. 

• Facilitate routine to more complex fiscal tasks, as required, to assist with budgeting, program costs, requisitioning, invoicing, purchase orders, and other tasks aligned to the program and department as assigned. 

• Facilitate accurate data entry across multiple IU and state systems, efficiently and within established timelines to meet deadlines. 

• Manage varying sets of data as they apply to the assignment, and effectively and efficiently manipulate them into the formats and forms needed for reports and reporting, using appropriate and/or assigned software, programs, and platforms. 

• Develop a wide range of work-products, as required, using equipment, systems, programs, and software appropriate for the type of product needed, including but not limited to written correspondence, charts/graphs, presentations, publications, fliers, announcements, and local, state, and federal reports and plans. 

• Use multiple sources to research information and resources related to an assigned topic as it pertains to the work assignment to assist and support the supervisor and/or director with departmental topics and tasks. 

• Effectively and efficiently coordinate and collaborate across teams, programs, departments, and the organization, as needed and assigned, to support and fulfill required work, job tasks, and activities.  

• Engage in learning opportunities as planned/assigned to build capacity with current and new technologies, systems, and platforms, as required by IU and the state. 

• Follow all established IU policies, procedures, and guidelines. 

• Demonstrate regular and timely attendance. 

• Assume additional duties and responsibilities as assigned by the supervisor, director, and/or Executive Director. 

Requirements: 

• High school diploma or GED, with at least one year of documented and satisfactory experience in a similar position. 

• Associate’s Degree in a related area preferred 

• Current and acceptable clearances: Act 34 (PA State Police), Act 151 (PA Child Abuse History), Act 114 (PDE Fingerprinting), PDE6004 (Arrest & Conviction), and Act 168 (PA Sexual Misconduct background) 

• Upon hire, all new employees must obtain a certificate of medical examination as well as a tuberculosis test as required under Chapter 14 of the Public School Code, 24 P.S. §§14-1416, 14-1418; 22 PA Code §49.12(b) (regarding education); and 28 Pa Code §23.44 (regarding health and safety). 

Desired Qualifications: 

• Strong communication (verbal and written) skills 

• Excellent organizational skills 

• Ability to exercise good judgment, solve problems, and maintain confidentiality of information accessible on assigned systems and learned/acquired as part of the assigned role and responsibilities of the position 

• Proficient skills with technologies and systems for productivity, presentations, virtual collaborations, and meetings, for the assignment, and the ability to develop technology skills as technology systems evolve and new systems and platforms are adopted. 

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice. 

Work Environment and Physical Demands: 

The work environment is office settings and other business, school, and community locations as needed. 

The physical demands described below 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. 

• Ability to remain in a stationary position for an extended period of time? 

• Ability to move about various work environments 

• Ability to position self to manage and retrieve various job materials and supplies 

• Ability to push, pull, move, and lift up to 25 pounds 

• Ability to operate a computer for extended periods and other office equipment as needed and work-related 

• Ability to communicate information and ideas so others will understand and exchange information with others in a variety of ways for understanding. 

• Must be able to interpret, analyze, and problem solve. Must be able to read and understand documents of varying complexity and apply the information to the work. 

• Ability and willingness to travel as necessary to fulfill job duties and requirements 

Benefits: 

• Comprehensive health insurance coverage provided with no monthly premiums 

• Dental Insurance 

• Vision Care Plan 

• Health Savings Account (HSAs) 

• Tuition Reimbursement 

• 403 (b) Plan 

• Public Service Loan Forgiveness (PSLF) 

• Pennsylvania Public Schools Employee’s Retirement System (PSERS) 

How to Apply: Online at: Https://www.applitrack.com/aiu08/onelineapp/ 

Appalachia Intermediate Unit 8 is an equal opportunity employer