JobID: 4182

Position Type:
Business, Finance, and Human Resources/Confidential Secretary

Date Posted:
2/20/2026

Location:
ESC

Closing Date:
03/05/2026

Effective June 2026, a vacancy for a full-time Confidential Administrative Services Secretary exists within the Administrative Services division of the Chester County intermediate Unit. This position is based at the Educational Services Center located at 455 Boot Road in Downingtown, PA.

SUMMARY OF POSITION:
This position functions as Administrative Secretary to the Director of Administrative Services and assists in the administration of his/her clerical duties and responsibilities. It requires the ability to work well with others and to work under minimal supervision.

QUALIFICATIONS:

High School diploma with 5 years of related experience.
Intermediate Unit and/or School District experience preferred
Must have extensive knowledge of English, spelling, grammar, and punctuation
Must possess good verbal communication skills that demonstrate courteous and responsible behavior.

JOB RESPONSIBILITIES:

1. Assist the Director of Administrative Services in the implementation of IU policies/business by preparation of such materials, records and forms as are necessary.

2. Coordinates, assists in administering, and maintains the records of the Intermediate Unit insurance program (student, property, casualty, liability, automotive, bonds, certificates, etc.).

3. Prepare and compile Administrative Services' Board action items and division report as per the Board meeting calendar as well as any reports for the Chester County Superintendents.

4. Assist in the preparation and distribution of all Chester County School Authority board materials, documentation, and updates.

5. Serve as the administrative assistant to the Chester County Tax Collection Committee by coordinating and attending meetings. Assist in the distribution of correspondence and documentation, recording and preparing the Committee meeting minutes.

6. Provide administrative support to the Delaware Valley Association of School Business Officials (DVASBO). Including but not limited to:

a. Coordinate all meeting site and documentation.
b. Coordinate all member registrations and dues.
c. Assist with the trade show, holiday luncheon, spring social, and golf outing including registration and receipt of payments.
d. Other duties as need by the DVASBO Executive Director.

7. In addition to the Director of Administrative Services, support all Administrative Services Administrators including the Director of Finance, Director of Operations, the two Assistant Directors of Finance, two Assistant Directors of Operations, and Office Service Manager by:
a. Preparing and processing Purchase Orders and invoices.
b. Creation of Request for Invoices, as assigned and requested.
c. Assist with scheduling, coordinating, and preparation of meetings, including the Business Managers and Assistant Business Manager meetings.
d. Compose and/or assist with correspondence, memoranda, letters and PowerPoint presentations, including the annual distribution of the audit reports.
e. Maintain files, reports, records, correspondence and other materials including maintaining the central storage spreadsheet and files. This includes working with the building maintenance personnel to purge old files on an annual basis.
f. Coordinate collection of related information from our member districts including Annual Financial Reports (AFR) and audit reports.

8. Prepare and distribute the Marketplace Services contracts to member school districts, non-member school districts, non-public schools, charter schools, and other organizations.

9. Administrator of the Wright Express Gas Card. Responsibilities include downloading of invoices, transaction summary, and activity reports and ordering and termination of gas cards.

10. Serve as a backup to the Director of Finance with CCIU P-Card orders, account balance checks, alerts from PNC Bank for fraudulent charges and investigations on why a P-Card was declined.

12. Assist with the Business Office operations by:
a. Assist with the onboarding of new employees by requesting fobs, computer access, and name plate.
b. Maintain emergency contact list for school closing and delay openings.
c. Maintain staff attendance and work from home calendars.
d. Troubleshoot minor technology and software applications issues.
e. Maintain computer inventory.
f. Open, sort, and distribute mail.

13. Maintain and reconcile the petty cash fund for the Educational Service Center.

14. Provide backup support to the Confidential Secretary to the Executive Director.

15. Serve as a group leader on the ESC/TCHS Emergency Response Team by attending drill meetings, ensuring all staff understands the emergency plan and assist during evacuation, lockdown and restrictive movement drills.

16. Other duties as assigned.

2025-2026 SALARY:
$29.71 to $37.14 per hour

Effective July 1, 2026 rates increase:

$30.84 to $38.56 per hour
Confidential Secretary, Level 12

JG

Equal Opportunity Employer
Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.

Chester County Intermediate Unit

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Confidential Administrative Services Secretary- ESC