9th Grade Secretary - Carlisle High School

Carlislechamber; Carlisle (Cumberland County); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Carlisle Area School District is seeking a dedicated 9th Grade Secretary for Carlisle High School to support daily front-office operations and student services. The role emphasizes strong clerical skills and effective communication with students, families, and staff.

The position requires Act 24/34/151/114/168 clearances, meticulous record-keeping for attendance and discipline, event coordination, and collaboration with administrators to maintain a positive school environment.

Qualifications

• Act 24 Arrest/Conviction Certification required
• Act 34 Criminal Clearance required
• Act 151 Child Line Clearance required
• Act 114 FBI Fingerprinting Security Clearances required
• Act 168 Sexual Misconduct/Abuse Disclosure Release and SafeSchools Training required

Responsibilities

• Greet and direct visitors, students and staff; manage sign-in procedures
• Maintain front office oversight; supervise volunteers and ensure clearances
• Manage communications with parents, staff and service providers
• Enter discipline and attendance information into the student information system
• Schedule meetings, events and room usage; coordinate school activities
• Assist with financial duties including budgets and deposits
• Coordinate and track safety drills and student supervision

Skills

Organizational skills

Communication skills

Customer service

Clerical/Office administration

Tools

PowerSchool

Job description

9th Grade Secretary - Carlisle High School

REQUIREMENTS: Act 24 Arrest/Conviction Certification; Act 34 Criminal Clearance; Act 151 Child Line Clearance; Act 114 FBI Fingerprinting Security Clearances; Act 168 Sexual Misconduct/Abuse Disclosure Release and SafeSchools Training

ESSSENTIAL FUNCTIONS

Employee must have the ability to perform the following essential functions with or without reasonable accommodations:

• Daily Building Operations: Oversee daily building operations to ensure the smooth and efficient functioning of the building. Responsibilities may include, but are not limited to:
  • Ensure classrooms are appropriately covered
  • Manage and assign building substitutes and day-to-day substitutes
  • Assign and track class coverages and payments
  • Support coverage of counseling and nurse offices (elementary-specific)
  • Communicate updates and changes from service providers (transportation, food service, etc.)
  • Manage building “hallpass” system
  • Manage parent notes, late arrivals, notes to class
• Front Office Management: Maintain oversight of front office. Responsibilities may include, but are not limited to:
  • Greet and direct visitors, students and staff
  • Ensure all parties adhere to visitor sign-in and sign-out procedures
  • Manage volunteers, student teachers, and others to ensure appropriate clearances and paperwork
  • Monitor students, family members, and other individuals in the office setting
• Stakeholder Interactions:
  • Maintain strong and supportive relationships with parents, students, and staff
  • Evaluate stakeholder needs, determine urgency, and make decisions on how to respond
  • Serve as an initial point of contact for questions and concerns
  • Triage unforeseen situations (emergency/conflict management and diffusing challenging situations)
• Discipline System and Records: Assist with the oversight and management of the disciplinary system. Responsibilities may include, but are not limited to:
  • Process and mail discipline referrals as directed by an administrator
  • Enter discipline records into the student information system
  • Prepare relevant discipline letters, citation notices, etc.
  • Track and update detention and suspension lists
  • Track and update proctor lists and coverages
  • Communicate relevant information to faculty, staff, and school police
• Student Accounting: Oversee functions related to student accounting.
  • Maintain accurate student accounting records (registrations, transfers, withdrawals, etc.)
  • Monitor student information collection (PowerSchool, beginning of year)
  • Track student enrollments across programs (in-person, CVA)
  • Note: Some buildings may employ a specific “counseling secretary” or similar position.
• Daily Attendance System: Assist with the management of attendance policies and procedures. Responsibilities may include, but are not limited to:
  • Enter attendance information into the student information system in a timely manner
  • Prepare and mail attendance letters (concern, medical requirement, other) as directed by an administrator
  • Track student absences (tardies, unlawful days, etc.)
  • Prepare attendance reports as needed
  • Note: Some buildings may employ a specific “attendance secretary” or similar position.
• Building Usage: Maintain oversight of building usage. Responsibilities may include, but are not limited to:
  • Schedule and track room/building usage
  • Monitor reservation of shared/common spaces
  • Respond to facility concerns, inform Maintenance Department, entering tickets, assessing emergency situations
• School Events and Activities: Assist with the implementation of various school events and activities. Responsibilities may include, but are not limited to:
  • Maintain building schedules and calendars
  • Organize and prepare for events and activities
  • Schedule rooms and locations
  • Prepare event materials (name tags, certificates, badges, etc.)
  • Reserve transportation for school trips
• Scheduling: Perform scheduling tasks for supervisors/administrators. Responsibilities may include, but are not limited to:
  • Schedule meetings
  • Schedule teacher observations, walkthroughs, and similar activities
  • Schedule special events
  • Register for and schedule out-of-district events
• Financial Responsibilities: Assist the building administrator with financial duties. Responsibilities may include, but are not limited to:
  • Maintain building budgets, requisitions, purchase cards, and related processes
  • Reconcile budgets and expenditures on a regular basis
  • Count money, make and track deposits
  • Maintain ledger accounts related to student activities
• General Communication: Communicate with stakeholders as required. Responsibilities may include, but are not limited to:
  • Manage faculty and staff emails, announcements, and communication
  • Prepare family and parent emails, letters, and communications
  • Prepare student emails, letters, and communications
  • Create building newsletters, if applicable
• General Office / Clerical: Perform general clerical duties. Responsibilities may include, but are not limited to:
  • Communicate with students, families, faculty, and staff – email, phone, etc.
  • Prepare, open, and distribute mail and interoffice mail
  • Schedule appointments
  • Prepare, file and copy documents
  • Order office/building materials and supplies; maintain inventories as needed
  • Place work orders for malfunctioning equipment
• Position-Specific Responsibilities: Complete administrative responsibilities related to the specific positions, buildings, and/or levels. Examples:
  • Course selection and student scheduling
  • Coordination of / preparation for state assessments
  • Worker permits
  • Communication/oversight of virtual instruction students
  • Coordinate and track safety drills
  • Manage student special events
• Student Supervision: Assist as assigned with student supervision. Examples:
  • Monitoring students in the front office area
  • Assisting with special events or activities
• Other Duties: Perform other responsibilities as assigned.

Additional Postings available from Carlisle Area School District