School Secretary

Overbrook School for the Blind • Philadelphia, PA

1d

About The Position

The School Secretary of Overbrook School for the Blind exudes a passion for the school, its students, and its employees. This position will report directly to the head of their respective department. The Mission of Overbrook School for the Blind (OSB) is to develop and deliver education that enhances the options available for persons with visual impairments, including those with additional challenges so that they have the greatest opportunity to experience active and fulfilling lives. Organizational Description: Overbrook School for the Blind serves students who are blind or visually impaired with or without additional disabilities (such as intellectual disability, cerebral palsy, hearing impairment, sensory issues, and including those who require specialized medical care) receive a customized, individualized education based on state educational standards. OSB is more than a school, it is a community where students, families, and staff support one another and come together to build a bright future. Job Functions: The Administrative Assistant provides comprehensive administrative support to the department, ensuring efficient daily operations and high-quality service delivery. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities with professionalism and discretion.

Requirements

• High school diploma or equivalent required; some college coursework (2–4 years) preferred. In lieu of post-secondary education, relevant experience as an administrative assistant, executive secretary, or similar role may be considered.
• Proficiency in Windows and Microsoft Office Suite, including Word (mail merge), Excel (spreadsheets, charts, graphs), and Outlook
• Experience using Google Workspace (Docs, Forms, Sheets, etc.).
• Familiarity with student information systems such as PowerSchool and special education software such as eSPED or other IEP management platforms.
• Skilled in operating standard office equipment (copiers, scanners, fax machines, multi-line phones, etc.).
• Ability to multitask effectively, adapt to new technology, and quickly learn new software and databases.
• Must be able to lift 50-lbs minimum, with assistance.
• Participate in 2-person lifts.

Responsibilities

• Provide administrative support as directed by the supervisor, including clerical and project-based tasks.
• Maintain staff timecards and submit to Human Resources on time and accurately.
• Maintain organized and accurate filing systems for documents, forms, and correspondence.
• Handle routine office tasks such as photocopying, scanning, and faxing documents.
• Monitor and respond to voicemail and email communications daily, following up as needed.
• Draft and distribute professional correspondence to parents, staff, school districts, and other stakeholders; maintain copies of all outgoing communications.
• Track referrals and admissions in a centralized database; investigate and resolve any discrepancies in records.
• Prepare and send acceptance letters in a timely and accurate manner.
• Record, format, and distribute meeting minutes for program and admissions meetings.
• Coordinate the mailing of new student enrollment packets and required school forms to parents.
• Maintain up-to-date student enrollment records and update rosters as needed.
• Schedule and reserve meeting spaces using Google Calendar.
• Answer incoming phone calls, direct callers appropriately, and provide assistance or follow-up when needed.
• Coordinate travel arrangements, including booking transportation, accommodations, and managing petty cash as required.
• Enter and retrieve data in PowerSchool; generate student-related reports upon request.
• Access student information in eSPED and retrieve therapy and other student reports as necessary.
• Utilize and maintain proficiency in software including PowerSchool, eSPED, Microsoft Word, Excel, PowerPoint, and Google Workspace (Docs, Forms, Sheets, etc.).
• Perform additional duties as assigned to support departmental needs.

Benefits

• OSB offers a competitive salary and benefits package reflective of the applicant’s training and experience, including liberal financial support for the pursuit of advanced degrees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED