About this role
The Penn-Delco School District seeks an organized, proactive, detail-oriented Full-Time Secretary to the Service Center to provide comprehensive administrative and secretarial support to the Director of Facilities and Custodial Foreman. This 12-month position serves as the Service Center's operational hub, coordinating daily facilities operations, work orders, purchasing, vendor relationships, safety compliance, building security, and departmental records. The ideal candidate excels at managing multiple priorities simultaneously, anticipates upcoming departmental needs, and follows through independently to ensure district facilities operate safely and efficiently year-round. Key Responsibilities Administrative & Operational Support
• Provide daily secretarial and administrative support to the Director of Facilities and Custodial Foreman.
• Manage front-door receptionist duties for the Service Center and coordinate incoming deliveries (Amazon, UPS, FedEx, and tractor-trailers).
• Track daily employee absences, maintain time-off logs, and supply accurate data for bi-weekly payroll processing.
• Dispatch maintenance specialists and coordinate substitute coverage when necessary.
• Serve as the FMX Work Order System Administrator: enter and assign work orders, manage user access, monitor outstanding requests, and ensure timely resolution.
Purchasing, Budget & Vendor Management
• Process purchase orders and budget transfers using ProSoft Financial Software for supplies, grounds materials, vehicle parts, and maintenance needs.
• Obtain vendor quotes, manage blanket purchase orders, and coordinate annual contract renewals.
• Maintain organized tracking for all open purchase orders, invoices, and payments.
• Serve as the primary point of contact for recurring vendors and contractors (elevator, turf, water solutions, etc.).
Safety, Compliance & Environmental Tracking
• Coordinate and track annual regulatory inspections and safety testing across eight district buildings (e.g., fire alarms, sprinklers, boilers, elevators, bleachers, and kitchen exhausts).
• Manage the Chester Water Authority Backflow Prevention Compliance Program and environmental programs (pest control, FOG program, and grease trap cleanings).
• Schedule monthly fire drills, verify smoke alarm operations, and gather required compliance reports.
Security & Specialized Facility Services
• Manage district-wide building access card databases in S2 and security camera footage using ExacqVision software.
• Process the monthly Home Depot credit card invoice, coordinate filter orders and HVAC filter changes, and schedule generator maintenance.
• Oversee uniform ordering and inventory for the Maintenance and Custodial Departments.
• Schedule field-light usage via Musco Lighting Software and create facility rental invoices.
Qualifications & Core Competencies
• Experience: Previous administrative, secretarial, or office management experience, preferably within a school district, facilities, or operations environment.
• Organization & Follow-Through: Exceptional ability to manage multiple simultaneous projects, anticipate deadlines, track outstanding items to completion, and maintain meticulous records without constant supervision.
• Communication: Strong interpersonal and communication skills for interacting effectively with district administrators, school staff, vendors, and contractors.
• Technical Proficiency: Comfort utilizing financial/purchasing software (e.g., ProSoft), work order management platforms (e.g., FMX), security systems (e.g., ExacqVision), and standard office productivity tools.
• Clearances: Current Pennsylvania background clearances (Act 34 State Criminal History Record, Act 114 FBI Federal Criminal History, and Act 151 Child Abuse History) are required prior to employment.