Secretary - School Operations and Certification Support

Position Type: Secretarial/Clerical/Secretary Date Posted: 5/28/2026 Location: Districtwide Closing Date: Until Filled Secretary School Operations and Certification SupportPosition SummaryThe Secretary provides comprehensive clerical and operational support to ensure the efficient functioning of school programs and services. This role is responsible for front-office coverage, billing, and record-keeping for MaineCare services, and assisting with teacher certification documentation and compliance requirements.Key ResponsibilitiesAdministrative SupportProvide general administrative assistance to school leadership and staffPupil ServicesFacilities & MaintenanceOther departments as neededProvide coverage for front-office operations, including phone calls, emails, visitor check-in, and correspondenceMaintain student, staff, and program records in accordance with district and legal requirementsPrepare reports, forms, schedules, internal communications, and process purchase orders, invoicesCoordinate meetings, appointments, and school eventsSpecial Education SupportMaintaining the student databaseMaintaining a master schedule of IEP/504 meetingsMaintaining the staffing documentsOrganizing and maintaining the special education students' compliance office documentsMaineCare Billing and Financial SupportProcess billing for MaineCare or extended care programs accurately and on scheduleTrack student enrollment, attendance, and service usage for billing purposesPrepare invoices and statements for families or relevant agenciesMaintain financial records and assist with the reconciliation of paymentsRespond to billing inquiries from families and staff in a professional mannerTeacher Certification SupportAssist teachers and ed techs with certification, licensure, and renewal documentationTrack certification deadlines and compliance requirementsMaintain confidential certification records and personnel filesCoordinate with district offices, state education agencies, and human resources as neededSupport onboarding processes related to certification and credential verificationQualificationsRequired QualificationsHigh school diploma or equivalentPrevious experience in an administrative or clerical role, preferably in an educational settingStrong organizational and time-management skillsProficiency in Office software, including word processing, spreadsheets, and databasesAbility to handle confidential information with discretionPreferred QualificationsAssociate's degree or higher in administration, education, or a related fieldExperience with school billing systems or financial record-keepingFamiliarity with teacher certification or licensure processesFamiliarity with MaineCare, but BSD is willing to trainExperience working in a public school or school district environmentSkills and CompetenciesClear written and verbal communicationAttention to detail and accuracyAbility to manage multiple tasks and deadlinesStrong interpersonal skills and a service-oriented approachIndependent problem-solving and follow-throughWork EnvironmentOffice-based positionRegular interaction with students, families, teachers, administrators, and external agencies8:00 a.m. - 4:30 p.m. workday, with occasional extended hours during peak periods12-month position