Anticipated Middle School Secretary

Sylvania; Northern (KY); Hybrid; USD 28,000 - 36,000; Full time

Job summary

Penn Manor School District in Marticville Middle School seeks a full-time Middle School Secretary to support the principal and administration, manage calendars, prepare correspondence, and coordinate meetings with staff, parents, and community partners.

The ideal candidate will have strong communication, attention to detail, and the ability to multitask in a busy educational setting, with a 10-month work year and occasional extra hours as needed.

Qualifications

• High school diploma or equivalent required.
• Minimum 2 years’ experience as a secretary, preferably in public education.
• Valid PA Driver’s license and/or access to independent transportation.
• Pre-employment requirements as designated by the PA School Code.

Responsibilities

• Provide comprehensive administrative support to the middle school administration, managing calendar activity, scheduling appointments, and organizing meetings.
• Prepare and maintain accurate records, reports, and correspondence for the administration; assist with meeting materials and minutes.
• Assist with and/or produce and maintain a number of reports.
• Assist with student discipline processes, including letters and filing; enter disciplinary reports into the student tracking system.
• Arrange substitutes and coverage; maintain records for certification; act as substitute secretary in other buildings.
• Coordinate building contracts for non-fee building use in coordination with the Secretary of Buildings and Grounds.
• Receive, prepare, and disseminate daily announcements; answer phones and greet visitors; manage mail and forms.
• Disseminate information to staff, students, parents, and stakeholders via newsletters and announcements.
• Collect and process field trip requests and internal building usage contracts.
• Manage volunteer documentation and maintain confidentiality; interact with students, staff, parents and community.

Education

High school diploma or equivalent

Job description

Penn Manor School District - Anticipated Secretary - Marticville Middle School

Posting: 8/25/26 - 9/8/26
Location: Marticville Middle School
Status: FT - 205 Days/yr
Reports to: Principal
Schedule: Monday through Friday 7:00 a.m. – 3:30 p.m.

Summary

The 10-month Middle School Secretary plays a vital role in supporting the administrative functions of the school by efficiently managing the needs within the administration office, coordinating communication, and ensuring the smooth operation of daily activities. This is a full-time, 10-month position. The successful candidate will demonstrate excellent communication skills, attention to detail, and the ability to multitask effectively in a fast-paced educational environment.

The ideal candidate should possess the ability to work additional hours or adjust their schedule as necessary, to meet project deadlines, handle unexpected tasks, or accommodate the Middle School’s needs.

Primary Duties and Responsibilities

• Provide comprehensive administrative support to the middle school administration, managing calendar activity, scheduling appointments, and organizing meetings.
• Prepare and maintain accurate records, reports, and correspondence on behalf of the administration. Coordinate and prepare materials for meetings, conferences, and other school-related events. Material preparation may include assisting with agendas, taking meeting minutes, and distributing relevant materials to participants/team members.
• Assist with and/or produce and maintain a number of reports.
• Assist with student discipline to include communicating with principal, parents, preparing and distributing all discipline letters and forms as directed by the principal, and maintaining corresponding files; enter students’ disciplinary reports into the computerized student tracking system.
• Assist to arrange for substitutes and coverage as needed. Maintain accurate records for certification.
• Act as substitute building secretary in other school buildings as needed.
• Coordinate building contracts for non-fee building use in coordination with the Secretary of Buildings and Grounds.

Communication and Correspondence

• Assist with receiving, preparing, disseminating daily announcements.
• Perform clerical duties including but not limited to answering phones and directing calls; greeting and assisting visitors; opening, processing, and distributing mail; typing forms, letters, reports, correspondence, memos; screen callers, assist and address concerns from parents; schedule meetings; track room availability; dismissal.
• Assist with communications (written and oral) in school, for home and scheduling of activities.
• Disseminate information to staff, students, parents, and other stakeholders as directed by the administration, using various communication channels such as newsletters, announcements, and online platforms.
• Assist in managing bus assignments and communicating changes as directed by the district Transportation Coordinator.
• Collect, verify, and process building field trip requests.
• Collect, verify, and process internal building usage contracts.
• Distribute, collect, verify, and process all documentation for volunteer applicants.
• Exhibits a consistent demeanor that demonstrates enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community at large, including difficult and emotional situations.

Records Management

• Oversee daily attendance to include tracking, monitoring and receipt of late arrivals, early dismissals, groups for extra‑curricular activities and school trips; collect and record follow up notes to confirm student absences; maintain daily attendance log of parent call-offs and ensure that all students are marked absent. Run weekly attendance reports and prepare letters for mailing.
• Responsible for maintaining accurate records in the student information system, including but not limited to: registration, change of address, withdrawals, sending records, class rosters, etc. Maintain emergency contact information for students.

Financial Support

• Inventory, assess, and order building supplies in conjunction with building principal.

Event Coordination

• Support the planning and coordination of school events, such as parent‑teacher meetings, open houses, and community outreach activities, including logistics, scheduling, and communication with relevant stakeholders.
• Assist in the logistics of meetings, workshops, and professional development sessions, including scheduling, room reservations, and materials preparation, ensuring smooth operations and a conducive learning environment.
• Perform other duties as assigned by administration.

Qualifications

• High school diploma or equivalent is required
• A minimum of (2) years’ experience as a secretary necessary, preferably in public education
• Valid PA Driver’s license and /or access to independent transportation
• Pre‑employment requirements as designated by the PA School Code

Physical Requirements and Sensory Abilities

• Ability to reach above and below the waist
• Ability to use fingers to pick, feel and grasp objects
• Ability to use both hands for repetitive motion
• Ability to operate office equipment
• Considerable bending and twisting of the body required
• Ability to lift and/or carry supplies and/or papers weighing no more than 15 lbs.
• Ability to stand/sit for long periods of the workday
• Must possess computer skills
• Must possess excellent interpersonal skills
• Must be cooperative, congenial, and service‑oriented
• Must be able to work in an environment with frequent interruptions
• Must possess general office/secretarial skills
• Must appropriately handle confidential information
• Visual acuity
• Auditory acuity
• This position primarily operates within a professional office setting, which may include district offices, school buildings, hallways, and school grounds.

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)