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Upper Darby School District · 1 week ago

Administration - Confidential Secretary - Secretary to the Chief Financial Officer

Upper Darby, PA

Full-time

Onsite

Mid Level

$55K/yr - $55K/yr

Upper Darby School District is seeking a Confidential Secretary to the Chief Financial Officer to provide comprehensive administrative support to the CFO and the Business Office. This role involves coordinating School Board meetings, ensuring compliance with the Pennsylvania Right-to-Know Law, and assisting with various business office operations.

Education

Responsibilities

Plan, schedule, and coordinate monthly School Board meetings, committee meetings, special voting meetings, and related functions, including meeting room reservations and logistical arrangements

Prepare and submit legal advertisements for School Board, Committee, and Special Voting Meetings in compliance with statutory and regulatory requirements

Attend all School Board and Special Voting Meetings and conduct attendance verification on the day of each meeting

Prepare, review, and maintain School Board agendas, reports, and supporting documentation within BoardDocs, including oversight of public sign-in procedures

Accurately record, draft, and publish official School Board meeting minutes, documenting attendance, deliberations, actions taken, and public comments

Serve as Editor-level user for BoardDocs, including maintenance of user access, meeting configurations, templates, and distribution controls

Distribute, collect, monitor, and maintain annual Statements of Financial Interest for School Board members and administrative staff in accordance with filing requirements

Coordinate conference registrations, travel arrangements, and related logistics for School Board members

Prepare, review, and process School Board member reimbursement requests in accordance with District policy

Maintain and update School Board rosters and liaison listings with the Pennsylvania School Boards Association (PSBA) and the National School Boards Association (NSBA)

Maintain comprehensive records, tracking logs, and documentation for all Pennsylvania Right-to-Know Law requests

Prepare and coordinate Right-to-Know Law responses under the direction of the District Solicitor and Chief Financial Officer

Process, track, and maintain accurate records of fees collected in connection with Right-to-Know Law requests

Maintain the Chief Financial Officer’s calendar, schedule appointments, and coordinate meetings

Prepare professional correspondence and communications for internal and external stakeholders

Assist in the scheduling and coordination of budget development meetings and maintain the Act 1 timeline calendar

Provide administrative support during District and State audit processes, including coordination of documentation and schedules

Receive, screen, and appropriately route inquiries, concerns, and complaints to the Chief Financial Officer or appropriate administrators

Perform additional duties and responsibilities as assigned by the Chief Financial Officer

Maintain and submit weekly attendance records for Business Office and Print Shop staff, including vacation, personal, sick, and compensatory time, in accordance with District procedures

Enter Business Office requisitions into the District’s financial accounting system and provide support to other departments as required

Maintain legal cost sub-ledgers and coordinate review, approval, and processing of legal invoices with the Executive Cabinet Members

Create, organize, and maintain electronic personnel files for retired and resigned employees in accordance with records retention requirements

Maintain ledgers for administrative medical claims and dues reimbursements; verify claims for accuracy and duplication; prepare purchase orders; and ensure compliance with HIPAA Privacy Rule requirements

Process COBRA health insurance premium payments through an approved District platform in accordance with applicable regulations

Prepare and maintain daily cash receipt ledgers for General Fund, Payroll, and Tax accounts; collaborate with the Bookkeeper to investigate and resolve discrepancies

Assist with District tax collection activities, including preparation and mailing of tax bills, homestead exemption applications, and issuance of tax receipts

Qualification

Microsoft Office SuiteFinancial accounting systemsPublic NotaryBoardDocsOrganizational skillsCommunication skills

Required

Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), BoardDocs, and financial accounting systems, including PowerSchool eFinance

Public Notary or ability to obtain (within 90 days of employment) and maintain an active notary commission

Demonstrated ability to organize, prioritize, and complete work accurately and efficiently

Ability to perform related duties as assigned