Student Services Secretary & Admin Support

Chester County Intermediate Unit; Downingtown (Chester County); On-site; USD 30,000 - 40,000; Full time

Job summary

Chester County Intermediate Unit in Downingtown, PA, is seeking a secretary for the Student Services division. The role supports the supervisor’s office, manages calendars, prepares purchase orders, handles inquiries, and coordinates with staff and external partners.

The ideal candidate will have a high school diploma or GED, clerical experience, strong written and verbal communication, careful handling of confidential information, and proficiency with email, word processing, spreadsheets, and

Qualifications

• High School diploma or GED required; post-secondary training is preferred.
• Prior secretarial/clerical experience is required.
• Working knowledge of student services processes/procedures and school district operations is preferred.
• Documented training in email, word processing, spreadsheets, presentation software, Microsoft forms, and databases
• Current child abuse, criminal and FBI clearances

Responsibilities

• Maintain efficient and confidential operation of supervisor's office
• Provide assistance in place of supervisor
• Handle confidential calls, inquiries, mail, and correspondence
• Typing, drafting memos/letters
• Schedule meetings/trainings; schedule rooms
• Provide program support: respond to questions in the absence of supervisor; organize and disseminate announcements and other materials; manage and expedite purchases for supervisor and staff including program materials, general supplies, computers and equipment; prepare Purchase Orders and invoices; maintain budget expense spreadsheet and service agreements; liaise with courier for moving items between program locations and shipping materials/mail; coordinate IT repairs and inventory; coordinate bi-annual van inspections; assist with Employer Recognition Celebration
• Provide admin support to staff under supervisor's management: processing and tracking paperwork; maintain data for all staff; process staff performance documents; prepare and disseminate student packets; assist staff with paperwork; notify deadlines and supervisor of staff failures to complete paperwork
• Maintain expenditure documentation for supervisor: verify billing reports; liaise with accountants and secretaries; assign ASNs on documents
• Accountable for student tracking and records: secure and release records; forward records to agencies; forward referrals; maintain referrals information
• Update skills related to new systems and procedures as suggested by supervisor(s)
• Perform other duties as deemed necessary by the supervisor; provide secretarial support to the division director in absence of secretary

Skills

Leadership abilities

Confidentiality

Self-motivated

Decision-making

Organization

Communication

Judgment

Education

HS diploma or GED + post-secondary training preferred

Tools

Email

Word processing

Spreadsheets

Presentations

Microsoft Forms

Databases

Job description

Chester County Intermediate Unit in Downingtown, PA, is seeking a secretary for the Student Services division. The role supports the supervisor’s office, manages calendars, prepares purchase orders, handles inquiries, and coordinates with staff and external partners.

The ideal candidate will have a high school diploma or GED, clerical experience, strong written and verbal communication, careful handling of confidential information, and proficiency with email, word processing, spreadsheets, and