Administrative Assistant to the Assistant Superintendent

Sylvania; Spring Grove (PA); On-site; USD 32,000 - 52,000; Full time

Job summary

Spring Grove School District is seeking an Administrative Assistant to support the Assistant Superintendent’s office. The role handles correspondence, scheduling, and records management with attention to confidentiality and accuracy.

Requirements include a high school diploma, typing 45-50 wpm, and proficiency in Word, PowerPoint, and Excel. This full-time, on-site position offers steady daily hours across the school year and opportunities to support district programs.

Qualifications

• High school diploma or equivalent required.
• Typing speed 45-50 wpm with accurate data entry.
• Proficiency in Word, PowerPoint and Excel.
• Strong organizational and confidentiality skills.
• Experience in general secretarial tasks preferred.

Responsibilities

• Prepare correspondence, evaluations, memos and policies as directed.
• Open, sort mail and file documents in physical and electronic systems.
• Screen calls, schedule appointments and log messages.
• Assist with documentation for Federal Programs and monitoring.
• Maintain ESL and other program records and assist with budget tasks.

Skills

Typing 45-50 wpm

MS Word

PowerPoint

MS Excel

Organization

Confidentiality

Communication

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

PURPOSE

To assist the Assistant Superintendent in administrative support duties associated with the performance of the responsibilities of the Office of Assistant Superintendent. This role involves managing office tasks, coordinating communication, and assisting in the efficient operation of the assistant superintendent's office. This is a full-time position, 8 hours a day, 260 days a year.

TRAINING AND EXPERIENCE

Graduation from high school or the equivalent.

Experience in typing, technology skills, operation of office equipment, and general office practices.

Proficiency in typing with a required typing speed of 45-50 words per minute.

Thorough knowledge of general office operational procedures and business forms.

Successful general secretarial experience desirable.

Accuracy with mathematical calculations.

Ability to operate a computer utilizing the Microsoft Word, PowerPoint, and Microsoft Excel Software.

GENERAL

Possess the ability to work cooperatively with others.

Maturity and the ability to deal effectively with the public, students and staff.

Self-motivated with the ability to work independently within the limits of assigned responsibilities.

Organizational skills are required to plan workload.

Understands the importance of and can practice confidentiality.

Ability to handle multiple tasks and function efficiently and effectively under pressure.

Comfortable with following specific rules and regulations.

Receipt of current, favorable clearances including:Pennsylvania State Criminal History (Act 34), Federal Criminal History (FBI – Fingerprinting - Act 114), Pennsylvania Child Abuse (Act 151), and Sexual Misconduct and Abuse Disclosures (Act 168).

REPORTABILITY

Reportable to the Assistant Superintendent.

EVALUATION

Completed by the Assistant Superintendent.

PERFORMANC RESPONSIBILITIES

Prepare correspondence, instructional evaluations, letters, memos, proposals, meeting agendas / minutes, and policies as directed by the Assistant Superintendent.

Copy and distribute materials as directed by the Assistant Superintendent.

Open, sort mail, distribute routine items for the Assistant Superintendent.

File correspondence, reports and maintain accurate filing system (physical and electronic).

Screen telephone calls, forward callers, handle questions, schedule appointments or log messages in the absence of the Assistant Superintendent.

Assist with required documentation for Federal Programs including monitoring.

Maintain database for English-as-a-Second Language students.

Assist with ordering, disseminating, collecting, and packaging of student assessments (such as PSSA, ACCESS for ELLs, Keystone, etc.).

Assist at the receptionist’s desk as needed.

Assist with Frontline Professional Growth processes (professional development activities, walkthroughs and observations, Act 48 cycle end dates, conference and workshop requests, yearly maintenance).

Maintain staff listing with modes of supervision and building assignments (Itinerant building percentages).

Assist with curriculum creation and management.

Track and submit all required state reports through FRCPP.

Assist the Assistant Superintendent with budget preparation, monthly tracking, generate purchase orders in the computer network and supply inventory/check-in.

Assist with organizing and supporting all relevant committee meetings.

Upload Act 48 hours to the Pennsylvania Department of Education via Frontline Professional Growth.

Coordinate and track student teacher placements and practicums.

Manage field trips and major trip applications for Board consideration.

Assist in preparing and updating curriculum writing, ESL, and Differentiated Supervision handbooks.

Maintain staff access to Data Recognition Corporation (DRC), PVAAS/PEERS, Frontline Professional Growth evaluation rights.

Prepare and distribute the monthly enrollment report.

Perform other such duties as assigned by the Assistant Superintendent.

POSITION SPECIFICATIONS

Physical Demands

Occasional driving to school district offices, classrooms, regional offices, community locations, and PDE

Frequent walking throughout buildings including climbing up and down stairs

Often sitting at desk for extended periods

Standing for extended periods of time

Moderate lifting from 15 to 30 pounds

Manual dexterity to use office equipment

Repetitive movement of fingers and hands for keyboarding

Sensory Abilities

Visual acuity to read correspondences, computer screen

Auditory acuity to be able to use telephones, participate in various meetings

Ability to speak clearly and distinctly

Work Environment Generally, office setting year round

Temperament

Ability to work as member of a team

Must be courteous and able to effectively communicate with staff, students, vendors, and community

Must be cooperative congenial and service-oriented, and promote these qualities in the department

Ability to work in an environment with frequent interruptions

Cognitive Ability

Ability to follow written and verbal directions

Ability to complete assigned tasks with minimal supervision

Ability to read, write and do complex computations

Ability to use correct grammar, sentence structure, and spelling

Ability to organize work space and efficiently accomplish tasks

Ability to work independently, exercise appropriate initiative, and make work‑related decisions

Ability to exercise good judgment in prioritizing tasks and work efficiently on those tasks

Ability to communicate effectively at all organizational levels

Note: All abilities above must be at a professional level, as expected from the required educational level of the job and the previous experience required.

Specific Skills

Ability to operate office equipment

Ability to use technology efficiently and learn new technology implemented by the District

Must recognize and appropriately handle confidential information

Ability to work in a complex environment with varied changing, service demand.

License

Valid Driver’s License

Comments

Position holder must have a friendly, helpful, caring personality

Position holder has access to information for the Spring Grove School District and must exercise confidentiality at all times

The position specifications described here are the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.