What are the responsibilities and job description for the Central Office Secretary position at West Delaware?
West Delaware County Community School District is seeking applicants for a Central Office Secretary to start on July 1, 2025. This position is the confidential secretary to the Superintendent, Director of Student Services and the Director of Finance.
Qualifications:
1. High School diploma and one year post high school education related to the performance responsibilities.
2. A minimum of three years successful experience as an executive secretary in education or a related field preferred.
3. A demonstrated ability to exert positive communication skills in every day relationships with students, school employees, parents and the general public.
PERFORMANCE RESPONSIBILITIES:
Duties to Support the District:
1. Assist the Superintendent, Director of Student Services and Director of Finance with scheduling, correspondence and reports. Performs executive secretarial duties with discretion, in a courteous and pleasant manner.
2. Prepare and publish monthly district newsletter.
3. Prepare and publish the agenda and supporting documents for monthly Board of Education meetings according to the Superintendent and Board Secretary instructions.
4. Assist the Superintendent in updating school board policies.
5. Collect and enter information for state reporting.
6. Annually update the Crisis Management Handbook and distribute district wide and to all crisis team members.
7. Maintain confidentiality in the school operation.
8. Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.
Human Resources:
1. Maintain list of employee evaluations and notify supervisors which of their employees have an evaluation due each year.
2. Maintain certified and non-certified seniority list.
3. Prepare vacancy files for certified, non-certified, coach and sponsor vacancies and advertise for the vacancy according to the Superintendent’s instructions.
4. Prepare certified, non-certified, coaching and sponsor contracts according to the Superintendent’s instructions.
5. Maintain record of transcripts for certified staff to be used when moving on the pay scale.
6. Update certified and non-certified master contract books, staff handbook, student/parent handbook, benefits manuals and sub handbook.
7. Keep a personnel file on each certified and non-certified employee, substitute, coach, and sponsor making sure the proper documents are on file for each employee.
8. Organize district wide staff events through collaboration with the Superintendent
9. Prepare onboarding of all the new employees and meet with the new employee for orientation.
10. Site administrator for Frontline, set up new employees and substitutes, edit absences as needed, maintain the absence reason balances for each employee in coordination with the Payroll Specialist.
Student Records:
1. Process the district’s hot lunch free and reduced eligibility applications and keep accurate records per guidelines set by the State of Iowa and USDA.
2. Process open enrollment applications and keep current list of open enrolled students in and out of the district. Publish annual notice of open enrollment in the August newsletter.
3. Process home schooling applications and keep current list of home schooled students.
4. Process forms needed for students applying for school permit license.
Clerical:
1. Sort and distribute all incoming mail. Apply postage to all outgoing mail.
2. Place and receive telephone calls and record messages in a courteous manner.
3. Obtain, gather, and organize pertinent data as needed and put it into usable form, i.e. spreadsheets, tables, graphs etc.
4. Demonstrate organization and professionalism in fulfilling the responsibilities of the job.
5. Demonstrate a positive attitude and work in a courteous manner with staff, students, parents and community members.
6. Accept constructive criticism and suggestions and seek to improve each performance responsibility.
Compensation and Benefits:
Qualifications:
1. High School diploma and one year post high school education related to the performance responsibilities.
2. A minimum of three years successful experience as an executive secretary in education or a related field preferred.
3. A demonstrated ability to exert positive communication skills in every day relationships with students, school employees, parents and the general public.
PERFORMANCE RESPONSIBILITIES:
Duties to Support the District:
1. Assist the Superintendent, Director of Student Services and Director of Finance with scheduling, correspondence and reports. Performs executive secretarial duties with discretion, in a courteous and pleasant manner.
2. Prepare and publish monthly district newsletter.
3. Prepare and publish the agenda and supporting documents for monthly Board of Education meetings according to the Superintendent and Board Secretary instructions.
4. Assist the Superintendent in updating school board policies.
5. Collect and enter information for state reporting.
6. Annually update the Crisis Management Handbook and distribute district wide and to all crisis team members.
7. Maintain confidentiality in the school operation.
8. Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.
Human Resources:
1. Maintain list of employee evaluations and notify supervisors which of their employees have an evaluation due each year.
2. Maintain certified and non-certified seniority list.
3. Prepare vacancy files for certified, non-certified, coach and sponsor vacancies and advertise for the vacancy according to the Superintendent’s instructions.
4. Prepare certified, non-certified, coaching and sponsor contracts according to the Superintendent’s instructions.
5. Maintain record of transcripts for certified staff to be used when moving on the pay scale.
6. Update certified and non-certified master contract books, staff handbook, student/parent handbook, benefits manuals and sub handbook.
7. Keep a personnel file on each certified and non-certified employee, substitute, coach, and sponsor making sure the proper documents are on file for each employee.
8. Organize district wide staff events through collaboration with the Superintendent
9. Prepare onboarding of all the new employees and meet with the new employee for orientation.
10. Site administrator for Frontline, set up new employees and substitutes, edit absences as needed, maintain the absence reason balances for each employee in coordination with the Payroll Specialist.
Student Records:
1. Process the district’s hot lunch free and reduced eligibility applications and keep accurate records per guidelines set by the State of Iowa and USDA.
2. Process open enrollment applications and keep current list of open enrolled students in and out of the district. Publish annual notice of open enrollment in the August newsletter.
3. Process home schooling applications and keep current list of home schooled students.
4. Process forms needed for students applying for school permit license.
Clerical:
1. Sort and distribute all incoming mail. Apply postage to all outgoing mail.
2. Place and receive telephone calls and record messages in a courteous manner.
3. Obtain, gather, and organize pertinent data as needed and put it into usable form, i.e. spreadsheets, tables, graphs etc.
4. Demonstrate organization and professionalism in fulfilling the responsibilities of the job.
5. Demonstrate a positive attitude and work in a courteous manner with staff, students, parents and community members.
6. Accept constructive criticism and suggestions and seek to improve each performance responsibility.
Compensation and Benefits:
- Contract Length: 260 days of service. Work day is 7:30-4:00.
- Salary $40,000-$45,000 depending on experience
- Benefits:
- Insurance: Single or family health with multiple plan options
- Dental
- Vision
- $50,000 term life insurance
- Flex Benefits Program:
- Flexible spending accounts allow you to save part of your paycheck, before taxes, to pay for eligible costs throughout the year. Both medical and dependent care available.
- Iowa Public Employees Retirement System (IPERS) is a benefit pension plan. Both the district and the employee contribute to IPERS at a contribution rate of 6.29% member and 9.44% employer.
- Available Leave:
- Sick days/Family sick days
- 2 Personal days
- 2 weeks vacation, 3 weeks after 5 years and 4 weeks after 15 years
- Critical Illness/funeral
- 10 paid holidays
Salary : $40,000 - $45,000
