Secretary – School Operations and Certification Support
Job ID: 2780
Date Posted: 1/28/2026
Location: Districtwide
Position Summary
The 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 Responsibilities
Administrative Support
* Provide general administrative assistance to school leadership and staff
o Pupil Services
o Facilities & Maintenance
o Other departments as needed
* Provide coverage for front-office operations, including phone calls, emails, visitor check-in, and correspondence
* Maintain student, staff, and program records in accordance with district and legal requirements
* Prepare reports, forms, schedules, internal communications, and process purchase orders, invoices
* Coordinate meetings, appointments, and school events
Special Education Support
* Maintaining the student database
* Maintaining a master schedule of IEP/504 meetings
* Maintaining the staffing documents
* Organizing and maintaining the special education students' compliance office documents
MaineCare Billing and Financial Support
* Process billing for MaineCare or extended care programs accurately and on schedule
* Track student enrollment, attendance, and service usage for billing purposes
* Prepare invoices and statements for families or relevant agencies
* Maintain financial records and assist with the reconciliation of payments
* Respond to billing inquiries from families and staff in a professional manner
Teacher Certification Support
* Assist teachers and education technology staff with certification, licensure, and renewal documentation
* Track certification deadlines and compliance requirements
* Maintain confidential certification records and personnel files
* Coordinate with district offices, state education agencies, and human resources as needed
* Support onboarding processes related to certification and credential verification
Qualifications
Required Qualifications
* High school diploma or equivalent
* Previous experience in an administrative or clerical role, preferably in an educational setting
* Strong organizational and time-management skills
* Proficiency in Office software, including word processing, spreadsheets, and databases
* Ability to handle confidential information with discretion
Preferred Qualifications
* Associate's degree or higher in administration, education, or a related field
* Experience with school billing systems or financial record-keeping
* Familiarity with teacher certification or licensure processes
* Familiarity with MaineCare, but BSD is willing to train
* Experience working in a public school or school district environment
Skills and Competencies
* Clear written and verbal communication
* Attention to detail and accuracy
* Ability to manage multiple tasks and deadlines
* Strong interpersonal skills and a service-oriented approach
* Independent problem-solving and follow-through
* Office-based position
* Regular interaction with students, families, teachers, administrators, and external agencies
* 8:00 a.m. - 4:30 p.m. workday, with occasional extended hours during peak periods
Postings current as of 2/19/2026 5:05:31 PM CST.
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