205 Day (10 Month) Secretary at School Street Elementary School

Administrative Support Specialist

Under the direct supervision of the administrative supervisor, provides a wide variety of complex and confidential administrative support tasks for the administrators to include, but not limited to, communicating information to school district employees, students, parents and others as required, while ensuring compliance of school and District with legal, administrative and District policy requirements.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Prepares student and teacher schedules using CSIU.
• Prepares, copies and distributes notices, memoranda, email or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters.
• Assists in coordinating activities and functional responsibilities related to all aspects of school and district programs and compliance.
• Assists in maintaining the daily/weekly/monthly calendar for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling events and activities, and maintaining calendar of events as requested.
• Assists in overseeing workload of the principals for the purpose of maximizing efficiency and meeting operational requirements.
• Assists in developing and/or maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance (Special Education, State Reports, Federal Reports, etc.).
• Serves as liaison with outside organizations related to department activities and work.
• Answering and triaging phone calls assigning urgency value, answering inquiries, directing them to appropriate staff and taking messages.
• Scheduling meetings and appointments.
• Sorting incoming mail.
• Preparing correspondence for mailing and distribution, ensuring timeliness.
• Responding to general inquiries and correspondence via phone, email, and in person.
• Recording, proofing, and dissemination of meeting/appointment minutes/notes.
• Maintain and update calendar daily and as needed with the ability to reconcile schedule conflicts and/or changes as needed.
• Organize and maintain document files, both electronically and hardcopy.
• Prepare and update forms.
• Enter data for spreadsheets and documents requiring periodic updates.
• Prepares, organizes, and compiles needed information for trainings, meetings, and as needed.
• Maintains confidentiality related to all facets of the position and District.
• Ability to cross-cover other staff duties when necessary.
• Generate memos for administration.
• Additional duties performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Qualification requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 3-5 years related experience and/or training or equivalent combination of education and experience.
• Strong background and knowledge of Microsoft applications, specifically Word, Excel, and Office 365.
• Must be proficient in data appropriate formulas.
• Preference may be given to individuals with proven experience and competency with FIS, SIS, and PIMS.
• Ability to read and interpret documents, safety rules, operating and maintenance instructions, technical procedures, governmental regulations, and procedure manuals.
• Ability to write routine reports and correspondence as well as follow directives to develop detailed and precise documents.
• Ability to speak effectively to staff and members of the general public.
• Exhibits knowledge of proper grammar usage for both the written and spoken English language, including spelling.
• Ability to add, subtract, multiple, and divide in all units of measurement, using whole numbers, common fractions and decimals.
• Ability to compute average, rate, ratio, and percent.
• Has a knowledge of record keeping and bookkeeping and is able to perform in these areas with minimal, if any, errors.
• Maintains confidentiality in all aspects of the job, including matters involving staff, students, and the public.
• Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code) and pre-employment drug test.
• Submission of a report of criminal history record from the Pennsylvania State Police (Section 111 of the Pennsylvania School Code).
• Submission of an FBI Criminal History Record if employed after April 1, 2007 in accordance with Act 114 of 2007.
• Submission of a child abuse clearance report from the Pennsylvania Department of Public Welfare in accordance with Act 151 of 1994.
• Submission of Act 24, Act 168 record checks.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Language skills: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively to staff and members of the general public. Exhibits knowledge of the proper grammar usage for both the written and spoken English language, including spelling and the corresponding relationship to the business world.

Reasoning ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands (to finger, handle or feel objects, tools or controls) and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch or crawl; and smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to fumes or airborne particles. The noise level is that of a normal school office environment. May be subject to inside environmental conditions.

Temperament: Must possess excellent interpersonal skills. Understands that customer service is a top priority in this position. Demonstrates the ability to react to stressful situations involving citizens, parents and/or staff in a calm, rational, and equitable manner. Accepts criticism as a means of self-improvement. Exhibits a work ethic based on self-initiative and/or incentive and a high level of satisfaction in the accomplishment of the task at hand, to include attendance at on-going professional development seminars and training sessions. Must be able to work in an environment with frequent interruptions. Able to make judgments and work under high level of stress in a rational, calm, and equitable manner. Ability to get along well with staff, students, and public regardless of situation. Exhibits a positive attitude toward the position, i.e., follows office procedures in the performance of his/her duties. Understands the importance of pleasant, efficient response to all public inquiries and telephone calls, ensuring the accurate dissemination of that information to the proper District personnel. Performs in an efficient, yet pleasant manner, managing both time and assigned tasks. Exhibits a "team" sense of both operation and cooperation with management and staff members.

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.) EOE