Administration - Confidential Secretary - Secretary to ...

Secretary to the Chief Financial Officer needed for the Administration Building - Business Office. Available immediately, permanent full time position. Classification - Confidential Secretary - minimum salary $55,000 (salary based on experience). Summary of PositionThe Secretary to the Chief Financial Officer provides confidential, comprehensive administrative support to the Chief Financial Officer and the Business Office. This position supports School Board operations, ensures compliance with the Pennsylvania Right-to-Know Law, and assists with business office operations while exercising discretion, sound judgment, and adherence to District, state, and federal requirements. Qualifications Bachelor's degree preferred. Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), BoardDocs, and financial accounting systems, including PowerSchool eFinance. Public Notary or ability to obtain (within 90 days of employment) and maintain an active notary commission. Demonstrated ability to organize, prioritize, and complete work accurately and efficiently. Ability to perform related duties as assigned. Essential Functions and ResponsibilitiesSchool Board Function Plan, schedule, and coordinate monthly School Board meetings, committee meetings, special voting meetings, and related functions, including meeting room reservations and logistical arrangements. Prepare and submit legal advertisements for School Board, Committee, and Special Voting Meetings in compliance with statutory and regulatory requirements. Attend all School Board and Special Voting Meetings and conduct attendance verification on the day of each meeting. Prepare, review, and maintain School Board agendas, reports, and supporting documentation within BoardDocs, including oversight of public sign-in procedures. Accurately record, draft, and publish official School Board meeting minutes, documenting attendance, deliberations, actions taken, and public comments. Serve as Editor-level user for BoardDocs, including maintenance of user access, meeting configurations, templates, and distribution controls. Distribute, collect, monitor, and maintain annual Statements of Financial Interest for School Board members and administrative staff in accordance with filing requirements. Coordinate conference registrations, travel arrangements, and related logistics for School Board members. Prepare, review, and process School Board member reimbursement requests in accordance with District policy. Maintain and update School Board rosters and liaison listings with the Pennsylvania School Boards Association (PSBA) and the National School Boards Association (NSBA). Right-to-Know Law (RTKL) Compliance Maintain comprehensive records, tracking logs, and documentation for all Pennsylvania Right-to-Know Law requests. Prepare and coordinate Right-to-Know Law responses under the direction of the District Solicitor and Chief Financial Officer. Process, track, and maintain accurate records of fees collected in connection with Right-to-Know Law requests. Chief Financial Officer Support Maintain the Chief Financial Officer's calendar, schedule appointments, and coordinate meetings. Prepare professional correspondence and communications for internal and external stakeholders. Assist in the scheduling and coordination of budget development meetings and maintain the Act 1 timeline calendar. Provide administrative support during District and State audit processes, including coordination of documentation and schedules. Receive, screen, and appropriately route inquiries, concerns, and complaints to the Chief Financial Officer or appropriate administrators. Perform additional duties and responsibilities as assigned by the Chief Financial Officer. Business Office Operations Maintain and submit weekly attendance records for Business Office and Print Shop staff, including vacation, personal, sick, and compensatory time, in accordance with District procedures. Enter Business Office requisitions into the District's financial accounting system and provide support to other departments as required. Maintain legal cost sub-ledgers and coordinate review, approval, and processing of legal invoices with the Executive Cabinet Members. Create, organize, and maintain electronic personnel files for retired and resigned employees in accordance with records retention requirements. Maintain ledgers for administrative medical claims and dues reimbursements; verify claims for accuracy and duplication; prepare purchase orders; and ensure compliance with HIPAA Privacy Rule requirements. Process COBRA health insurance premium payments through an approved District platform in accordance with applicable regulations. Prepare and maintain daily cash receipt ledgers for General Fund, Payroll, and Tax accounts; collaborate with the Bookkeeper to investigate and resolve discrepancies. Assist with District tax collection activities, including preparation and mailing of tax bills, homestead exemption applications, and issuance of tax receipts. Physical Demands and Work Environment The physical demands and work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this position. While performing the duties of this position, the employee is regularly required to sit, stand, walk, speak, hear, and use hands and fingers to operate standard office equipment, including computers, telephones, and copiers. The employee may occasionally be required to lift and/or move materials weighing up to twenty (20) pounds. The work environment is primarily an office setting with minimal exposure to environmental hazards. The noise level is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Disclaimer The statements contained herein are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Nothing herein shall limit the District's right to assign, reassign, or modify duties and responsibilities of this position consistent with applicable laws, Board policies, administrative regulations, and collective bargaining agreements. INTERESTED APPLICANTS SHOULD APPLY BY VISITING > Services>Human Resources>Employment Opportunities The Upper Darby School District does not discriminate in its education program, activities, or employment practices, based on race, color, national origin, sex, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. Announcement of this policy is in accordance with state law, including the Pennsylvania Human Relations Act, and with federal law, including Title VI of the Civil Right Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans with Disabilities Act of 1990.

Created: 2026-03-04