Administrative Assistant - Facilities Department

East Penn School District; Emmaus (PA); On-site; USD 35,000 - 50,000; Full time

Job summary

East Penn School District is seeking an Administrative Assistant to support the Facilities Department. This key role involves multitasking, excellent communication, and proficiency in clerical tasks, providing a positive experience for both staff and visitors. Ideal candidates will have significant experience in administrative roles, excellent organizational skills, and the ability to manage office equipment and communications effectively.

Qualifications

• Minimum five years administrative and clerical experience required.
• High proficiency in verbal and written communication.
• Ability to manage office equipment and supplies efficiently.

Responsibilities

• Perform general clerical tasks including typing, filing, and handling correspondence.
• Assist management in daily operations and maintain appointment calendars.
• Organize meetings and ensure office supplies are available.

Skills

Communication

Problem-solving

Organization

Attention to detail

Time management

Education

High school diploma or GED

Associate's degree in office administration or related field (preferred)

Tools

MS Office Suite

Google Suite

CSIU and Frontline Education Software (AESOP)

Job description

Administrative Assistant - Facilities Department JobID: 2238

• Position Type:
  Administrative Support/ Administrative Assistant
  
  
• Date Posted:
  6/26/2025
  
  
• Location:
  Administrative Offices
  
  
• Closing Date:
  7/2/2025
  
  

Position Type:
Administrative Support/ Administrative Assistant

Date Posted:
6/26/2025

Location:
Administrative Offices

Closing Date:
7/2/2025

Hours:
35 Hours/Week

The Administrative Assistant must be a master multi-tasker with excellent communication skills, polite demeanor, and an upbeat attitude. This role may require, but is not limited to, the candidate’s ability to assist management and all visitors to the Facilities Department by handling office tasks, perform general clerical tasks, communicate with and greet clients, responding to phone calls and emails, handling payroll and personnel issues, and managing office equipment and supplies. They will also be required to create reports and memos, organize events, provide polite and professional assistance via phone, mail, and e-mail, and generally have a helpful and positive presence in the workplace. They should always be prepared and responsive, willing to meet each challenge directly. Most importantly, the individual must possess distinct skills in problem-solving and have a genuine desire to meet the needs of others and be attentive while also being accurate.

JOB DESCRIPTION
Organizational / Labor Relationship: Collective Bargaining Agreement – East Penn School District and Administrative Assistant and Instructional/Staff Assistant Employees
Status (FLSA): 12 month position, non-exempt, salaried
Position Summary: The Administrative Assistant performs basic and advanced clerical, secretarial, bookkeeping and general office procedures as required and directed by immediate supervisors.
Education: High school graduate or GED equivalent; Associate's degree in office administration or related field preferred.


Experience:

At least five years of administrative and clerical experience required.

Documented satisfactory performance in positions requiring skills stated in the primary function including keyboarding

A minimum proficiency test demonstrating computer and office skills required as an Administrative Assistant, administered by Human Resources

Knowledge / Skills / Abilities

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar

Can demonstrate competency in general knowledge and general clerical skills

Can independently operate office machines, including but not limited to: typewriters, computer keyboards, printers, telephones, calculators, photocopiers and the like

Can demonstrate competency in basic bookkeeping principles and procedures

Can demonstrate competency in effective routine communication skills including proofreading, use of acceptable grammar and spelling, and oral communications

Can demonstrate ability to independently type at a copy rate of at least 45 words per minute

Can demonstrate competency in independently indexing, filing and maintaining basic inventory and filing systems

Is able to independently read, write, speak, and comprehend the English language

Essential Functions / Duties / Responsibilities

Prepares, types and distributes general correspondence, reports, and related items

Creates, maintains and generates reports and communications using personal computer data bases and software

Processes in-coming and out-going mail and telephone calls

Maintains an inventory of supplies for the work station and completes budget/requisition process for supplies

Assists supervisor in maintaining appointment calendars and appropriate administrative details

Performs other tasks unique to and appropriate for the specific secretarial assignment

• Primary Responsibilities:

  • Active participation in office management, including handling general clerical tasks

  • Organize and prepare meeting schedules for various departmental functions

  • Ensure meeting spaces are properly requisitioned ahead of schedule

  • Manage office equipment and supplies, and ordering new equipment and supplies as needed

  • Utilizes CSIU and Frontline Education Software (AESOP)

  • Work collaboratively with other departments to help solve clerical issues

  • Offer assistance to accounting department to provide and manage invoices, payments, and receipts

  • Confer with human resources department to provide assistance with payroll, personnel databases and other duties

  • Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed

  • Handling basic accounting tasks.

  • Handling of confidential information regarding department personnel.

  • Maintain polite and professional communication via phone, e-mail, and mail.

  • Anticipate the needs of others in order to ensure their seamless and positive experience.

  • Work collaboratively with other departments to help solve clerical issues

  • Input pertinent information into the applicable database system, as requested.

  • Other duties as assigned.

• Requirements

  • Proven experience as anAdministrative specialist, office assistantor relevant role

  • Able to respect and support the mission, vision and values of EPSD.

  • Excellent organizational skills and attention to detail.

  • A proactive approach to problem-solving with strong decision-making skills.

  • Professional level of verbal and written communications skills.

  • Excellent time management skills with a proven ability to meet deadlines.

  • Ability to function well in a high-paced and at times stressful environment.

  • Familiarity with office management procedures, moderate financial acumen, and basic accounting principles

  • Excellent knowledge of the MS Office Suite and Google Suite applications

  • Desire to be proactive and create a positive experience for others.
    

• Supervisor Responsibilities
  • None

Physical Requirements

Ability to stand, bend, stoop, sit, lift, reach, communicate (vision, hearing, and speech), carry or convey sufficient weight to safely and effectively carry out functions, duties, and responsibilities

Ability to independently ambulate in and around school buildings and office areas

Ability to travel to and from assigned work locations without employer support

Prolonged periods sitting at a desk and working on a computer

Must be able to lift up to 15 pounds at times

This job description may be updated and/or altered at the sole discretion of the employer.

To perform this job successfully, an individual must be able to perform each essential function / duty / responsibility at acceptable standards as set by the employer. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.

EOE



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Postings current as of 6/28/2025 7:45:58 PM CST.

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