Administrative Assistant (Grades 3-6)

BRANDYWINE COMMUNITY SCHOOLS
Engage. Educate. Empower.

Position Announcement

SUMMARY :
The Building Secretary is far more than an administrative assistant; they are the central nervous system of the school. As the first point of contact for students, parents, and staff, they set the tone for the entire campus culture. This role requires a unique blend of high-level organization, emotional intelligence, and crisis management.

What We Are Looking For
We are seeking a master multi-tasker who can balance a ringing phone, a healing scraped knee, and a complex spreadsheet all while maintaining a smile. If you are the person who finds joy in bringing order to chaos and being the supportive pillar of a learning community, we want to meet you.

ESSENTIAL FUNCTIONS and DUTIES Other duties as assigned and allowable under the grant source

• Prepare correspondence, memos, check requests, and various forms
• Receive, verify, and deposit all revenue for Fund 29
• Greet and assist visitors; respond to phone and in-person inquiries about school programs, procedures, and general information
• Answer phones, take messages, and route calls appropriately
• Distribute interoffice and incoming mail
• Maintain building and principal records, including student and staff files
• Input teacher data and student schedules; manage grades and records in PowerSchool
• Print and distribute student report cards
• Develop and maintain the annual building calendar
• Organize and maintain general office files
• Orient and assist substitute teachers; reconcile Red Rover
• Provide first aid and attend to the personal needs of students as needed
• Schedule building and room use for events and activities
• Order and track office and classroom supplies and materials
• Submit purchase orders and reconcile invoices for payment
• Maintain and reconcile all building-level accounts
• Serve as a confidential assistant to the building Principal
• Dispense medications and maintain medication logs
• Create and manage CA-60 cumulative files for student records
• Complete all required annual district training

QUALIFICATIONS

• High School diploma or equivalent is required
• Minimum of three years of successful secretarial experience (five years preferred)
• Strong interpersonal and communication skills
• Demonstrated adaptability, problem-solving abilities, and a willingness to learn new systems
• Proficient in technology and office software, ability to quickly learn new applications
• Reliable job attendance, performance, and the physical ability to do the job
• Demonstrated ability to use basic office and audiovisual equipment, communicate verbally and in writing, and to work with students at varying age/developmental levels

REQUIRED SKILLS and ABILITIES

• Excellent written and verbal communication skills
• Strong organizational and time-management abilities
• Proficient in Microsoft Office, Google Suite, and school data systems (e.g., PowerSchool)
• Ability to work effectively with students, staff, parents, and the public
• Professional discretion and ability to handle confidential information
• Ability to adapt to changes in technology, procedures, and district priorities
• Understanding of and adherence to district policies, contract provisions, and procedures
• Commitment to supporting district and building goals

WORK ENVIRONMENT and CONDITIONS

• The employee shall remain free of any alcohol or nonprescribed controlled substance in the workplace throughout their employment
• Involves collaboration with staff, families, and outside agencies
• Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions
• Complies with all federal, state, and district policies, including student data privacy (FERPA) and mandated reporting requirements

Notice of Non-discrimination
Brandywine Community Schools does not discriminate on the basis of race, color, religion, sex, national origin, height, weight, marital status, political belief, genetic information, disability or any other legally protected category, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities. Title IX: Elise Sorensen, Director of Adult, Alternative and Special Education. Section 504 Coordinator: Matt Severin, Principal. Civil Rights Coordinator: Travis Walker, Superintendent. For procedural information, please review Brandywine Community Schools Board policies.