Secretary to Building Principal
Ideal Start Date: October 2026
About West Chester Area School District:
West Chester Area School District serves more than 12,000 students across 17 schools: 11 elementary, 3 middle, and 3 high schools. The district covers a 75-square-mile area that includes West Chester Borough and surrounding townships in Chester and Delaware Counties. The district boasts strong academic outcomes, including a 95% graduation rate, placing it in the top 10–20?percent of Pennsylvania public school districts. To learn more about strategic initiatives WCASD is leading, please visit Our Initiatives - West Chester Area School District.
Summary:
The Secretary provides secretarial support to ensure the smooth and efficient operations required of the school office.
Essential Duties and Responsibilities:
This list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to be consistently at work and perform any other position-related duties requested by the supervisor. Some of the duties listed below, are shared with the Non-Instructional Assistant-Office person. Ultimately, the principal’s secretary maintains a steady office flow in each area.
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Answer and direct incoming telephone calls and respond to emails in a timely and professional manner.
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Compose and distribute written and verbal correspondence.
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Maintain a customer service-focused approach while fostering a welcoming and professional environment for students, families, staff, and visitors.
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Coordinate transportation-related matters, including parent/student early dismissals, bus concerns, and weather-related schedule changes.
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Disseminate essential information to administrators, faculty, and staff.
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Communicate with designated personnel to relay messages and respond to emergencies as needed.
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Collaborate with the Head Custodian and the Facilities & Operations Department to coordinate building use requests and maintain building use records.
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Collect information and prepare the school bulletin, school calendar, and other school communications.
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Coordinate school events and activities in collaboration with the Parent Teacher Organization (PTO).
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Establish, maintain, and safeguard confidential files, records, and communications in accordance with district policies and applicable laws.
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Control access to the building by screening visitors and ensuring compliance with district security procedures.
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Welcome, assist, and direct visitors to the appropriate office or staff member.
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Coordinate daily substitute assignments through the AESOP (Frontline) Absence Management System.
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Generate required substitute reports and prepare substitute materials, including staff schedules, building procedures, emergency information, and classroom keys when appropriate.
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Student Registration and Records
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Register incoming students by assigning student identification numbers and entering all required information into PowerSchool.
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Schedule student registrations, orientations, and school tours.
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Process requests for student records and coordinate transfers with sending and receiving schools.
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Maintain and update student demographic and verification information in PowerSchool.
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Transportation Coordination
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Coordinate transportation for field trips, including bus reservations and required documentation.
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Serve as the primary liaison for transportation-related matters, including parent inquiries, alternate bus stop requests, and new bus stop requests throughout the school year.
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Budgeting and Financial Support
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Order office supplies, instructional materials, and school equipment.
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Prepare and process purchase orders and requisitions.
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Assist the Building Principal with monitoring budget accounts and recommending revisions as needed.
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Receive, record, and deposit funds in accordance with district financial procedures.
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Coordinate with the PTO to collect, reconcile, and deposit funds related to field trips and other school activities.
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Assist the Building Principal with TimeForce approvals and payroll-related administrative tasks.
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Technology and Administrative Support
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Demonstrate proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and other district-approved software.
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Utilize district information systems, including PowerSchool, AESOP (Frontline), and other applicable software platforms.
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Perform other duties and responsibilities as assigned by the Building Principal or designee.
Minimum Qualifications:
To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary.
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High school diploma or equivalent
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Basic computer skills required
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Excellent communication skills required
Qualified candidate will be required to:
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Use hands to finger, handle or feel objects, tools or controls, and to talk and hear
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Sit and occasionally be required to stand, walk, stoop, kneel and crouch
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Have specific vision abilities to include close vision, color vision, and the ability to adjust focus
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Have the ability to lift and/or move up to 25 pounds
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Possess effective communication, judgmental, planning and human relations skills
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Be required to work under periods of stress due to the level of the position responsibility
Reporting Relationships:
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Reports directly to the building Principal
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Works cooperatively with administrators, supervisors, staff, parents, students and others to perform job responsibilities as outlined.
Terms of Employment:
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This is a 12 month position (260-262 days).
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This position requires someone to be on site 40 hours a week.
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Salary (step/level placement) & Benefits are as described in the current Collective Bargaining Agreement. (Group 3 hourly pay range $25.16 - $32.83)
Representation:
West Chester Area School District employees fall into the following groups:
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West Chester Area Education Association (Teachers, Instructional Coaches, and Long-Term Substitutes)
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West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists)
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West Chester Area School District Act 93 Administrators’ Compensation Plan
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West Chester Service Support Professionals (Facilities and Operations Staff Members)
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Non-Bargaining Members (Supervisory, Technical, and Confidential Employees)
This position is represented by West Chester Area Education Support Professionals Association (Paraprofessionals, Secretaries, Clerks, Technicians, and Specialists).
Disclaimers and Affirmations
The West Chester Area School District provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 104 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
