Administrative Assistant

Position Type:
Secretarial/Clerical/Administrative Assistant

Date Posted:
4/30/2025

Location:
Spring City Elementary Hybrid Learning School

Closing Date:
05/14/2025 Administrative Assistant - Spring City Elementary School

Position Summary - Performs administrative / secretarial support under limited supervision and on own initiative for the building principal.

Essential Duties and Responsibilities:

• Performs clerical duties such as: copying data, filing, sorting and distributing mail to staff, communicating with classrooms/custodians/principal through building system or phone to relay messages or emergencies, money collection for field trips, processing forms, communicating with students and parents as needed, providing staff/faculty support, answering and screening telephone calls, greeting visitors, checking visitor's I.D. through Raptor and providing guest badges.
• Maintains the principal's calendar, prepares correspondence for the principal, and screens the principal's phone calls.
• Files and distributes teacher evaluations.
• Coordinates IEP and MTSS meetings with special education teachers and MTSS Coordinator, sends out meeting invitations, and obtains coverage for teachers with IEP/MTSS meetings if uncovered.
• Accesses Absence Management to ensure substitute coverage. Set up substitutes for the day with all essential materials. Prints reports and consults with the principal if classes are uncovered. May be required to make decisions about coverage if the principal is not available. Assists with Substitute Teacher and/or Substitute Instructional Assistant check-in and check-out.
• Reconciles Absence Management reports with employee absences.
• Schedules buses and prepares forms for field trips.
• Organizes and coordinates Picture Day. Communicates Picture Day schedule with classroom teachers.
• Types independent contracts for assemblies and sends them to the District Office for board approval. Sends the invoices to the business office for vendor to be paid.
• Prepares purchase orders - enters bid list information and individual teacher orders. Unpacks and checks items as they come in then sends the purchase order to the business office for payment.
• Oversees and processes Kindergarten registration. Assists other elementary registrations as needed by the District Registrar.
• Creates files for Kindergarten students and all newly registered students which follow the student through their SFASD experience and records information onto Skyward.
• Assists with Kindergarten orientation - creates booklets, makes name tags, mails invitation for orientation to homes, helps oversee orientation.
• Communicates with the Registration Center at the District Office regarding new registrations and contacts teachers, nurses, and guidance counselors to inform them of the new student. Creates a cumulative folder for new students, obtains records from the sending school, and maintains a log of incoming and withdrawing students.
• Provides census information to Child Accounting on a scheduled basis. Processes census change forms, obtains proof of residence from parent/guardian, follows up with principal and Home & School Visitor. Maintains enrollment report for Child Accounting.
• Requests and mails out student records for incoming or transferring students.
• Assists parents with transfer paperwork for students withdrawing from the school. Coordinates files and send records to new school.
• Enters master schedule and future scheduling in Skyward, assigns counselors, home room teachers and home rooms. Edits schedules for special education students.
• Enters custody information in Skyward.
• Enters activities, calendars, ParentSquare messages, and posts report cards in Skyward.
• Distributes passwords for Skyward. Sends out mass email to allow parents to log on to Skyward.
• Verifies PIMS reports for accuracy. Makes corrections as necessary and reviews the information with the principal before signing off on PIMS data.
• Verifies PSSA testing information with DRC. Creates spreadsheet for each test administrator.
• Sends parents/guardians copies of test reports and files another copy in student cumulative folder.
• Codes each student in 3 and 4 grade to indicate which PSSA tests the students will be taking.
• Assists with fire drills - ring tower bell, type up fire drill report, maintain log sheet
• Sends out school-wide communications.
• Serves as liaison between School and Home & School Association
• Organizes the use of facilities, room usage, and after hours facilities requests
• Updates and maintains the Schools website.
• Maintains school calendar and uploads key events to the District calendar.
• Tracks student attendance, contacts parent(s) of absentees who have not reported out on the Absentee Line, processes late arrivals and early dismissals, enters absence information into Skyward and updates student attendance record as needed.
• Receives morning envelopes from teachers and disperses the documents as required.
• Assists with school activities, such as: field day and picture day, as needed.
• Creates flyers for school events, such as American Education Week, Picture Day, Holiday events.
• Creates and processes purchasing requisitions for supplies for the school. Interacts with vendors as needed.
• Orders supplies for copiers and printers and performs minor repairs to printers/copiers as needed.
• Works within the student information system database to: make pseudo-changes, process electronic changes, student scheduling, posting grades, and data mining.
• Partakes in daily dismissal for all students including after school clubs/activities.
• Performs any other job-related duties, projects, and responsibilities as assigned by the Superintendent or their designee.

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform the Director of Human Resources of any and all reasonable accommodation that will be required.

Position Hours: 8 AM - 4 PM, Monday - Friday. 12 months (260-262 days)
Location: Spring City Elementary School
Position Available: July 2025

Compensation: $21.85/hour

Spring-Ford Area School District offers a comprehensive benefits package including medical, dental, vision and prescription insurance, as well as paid time off and a tuition reimbursement program.

Spring-Ford Area School District is an Equal Opportunity Employer.