Central Office Secretary

Sylvania; Swartz Creek, Northern (MI, KY); Hybrid; USD 36,000 - 52,000; Full time

Benefits offered by this job

Medical benefits option

Paid time off

Job summary

Swartz Creek Community Schools is seeking a Central Office Secretary to provide professional administrative support to the Department of Student Services. You will greet visitors, answer phones, and manage day-to-day tasks with confidentiality and efficiency.

The role requires coordinating IEP/504 meetings, maintaining records, and supporting staff and students while upholding district policies and a welcoming office environment.

Qualifications

• Strong communication and organizational skills.
• Ability to maintain confidentiality of student records (FERPA).
• Familiarity with district policies and procedures.

Responsibilities

• Present a professional, helpful atmosphere for students, staff, visitors, and callers.
• Provide administrative support for the Department of Student Services.
• Coordinate IEP/504 meetings and related documents.
• Greet visitors, screen calls, and route inquiries to the proper person.
• Maintain confidential records and manage calendars and trainings.

Skills

Communication

Organization

Time management

Confidentiality

Tools

EdPlan

PowerSchool

Google Docs

Google Sheets

Google Calendar

RedRover

Job description

Swartz Creek Community Schools Central Office & The Department of Student Services is seeking a Central Office Secretary to provide professional, welcoming, and efficient administrative support to the department. The Central Office Secretary welcomes visitors to the Central Office as they arrive for appointments or questions, assists visitors with their needs, and answers the district telephone in a friendly and professional manner. This position is responsible for the coordination and support of the general, day-to-day administrative, operational, and clerical tasks related to the Department of Student Services. The successful candidate will demonstrate excellent communication and organizational skills, maintain a professional and welcoming demeanor, and be able to effectively manage multiple administrative responsibilities while providing quality service to students, families, staff, and visitors.

Position Details:

• 8:00 a.m. – 4:00 p.m.
• 8 hours per day
• 46 weeks per year
• Non-union position
• Choice of single medical benefits or a $3,500 annual cash option
• Paid vacation, sick, personal, and holiday benefits

The Central Office Secretary plays an important role in creating a welcoming and professional first point of contact for the Central Office while providing dependable administrative support to the Department of Student Services.

PROFESSIONAL RESPONSIBILITIES

• Present a professional, helpful atmosphere and positive attitude for students, staff, visitors and callers
• Work cooperatively with co-workers, administration, students, parents, and the community in a supportive way
• Provide service excellence through courteous, informed, accessible and professional engagement and in accordance with district policies and procedures
• Exhibit a high degree of confidentiality and privacy of student records, as well as sensitive information
• Understand and carry out oral and written directions
• Exceptional executive functioning skills including strong ability to focus, task initiation, planning/prioritizing, organization, time management, defining and achieving goals, flexibility, observation, and stress tolerance

JOB DUTIES

• Provide administrative support to the program by the following:
  • Create, organize, and maintain IEP/504 spreadsheets within EdPlan, Google Docs, Google Sheets, PowerSchool, and Google Calendar
  • Monitor IEP/504 due dates via EdPlan
  • Coordinate IEP/504 meetings with all relevant team members
  • Assist Director with all 504 referrals
  • Coordinate substitute teachers via RedRover; supply and coordinate between schools; approve daily
  • Schedule and maintain all CPI/UKERU training records and certification of staff
  • Coordinate, assist, and organize other meetings as needed
  • Assist Student Services Specialist with WIDA related materials
  • Assist Pupil Accounting Specialist with enrollment.
  • Maintain a high level of confidentiality in accordance with the Family Rights and Education Act (FERPA) and any other applicable federal, state, or local laws.
  • Maintain files and records
• Welcomes visitors by greeting them in person or on the telephone; answering or referring inquiries to the proper person or department.
• Screen all phone calls before transferring them to the appropriate department. Try to answer as many questions prior to transferring the call to alleviate workload for department secretaries.
• Take phone calls from all buildings and relay messages to the Superintendent when necessary; medical shelter in place etc.
• Make reservations for the district when they call to reserve a conference room or boardroom.
• Help set up the boardroom if large meetings are taking place with tables and chairs.
• Hand out gold card passes to district seniors 60 and older.
• Collect fines and books for schools during summer months.
• Fill out student work permits during summer months
• Sort and prepare outgoing/incoming mail, along with placing postage on outgoing mail.
• Maintain spreadsheets for each building monthly, for all volunteers or visitors who enter the buildings by running volunteer forms in the ICHAT system. Run background checks for all field trips.
• Maintains felony spreadsheet.
• Other duties as assigned by the administration.