Administrative Assistant

Description

REPORTS TO: Head of School

SCOPE: The Administrative Assistant to the Head of School will assist in the overall operation/s of the

York Academy Regional Charter School by providing administrative assistance, secretarial and clerical support, to the administration, teachers, and staff, in a manner that is professional, diplomatic, and confidential with responsibility requirements and qualifications set for the in the position description.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Maintain communication with the administration, teachers, staff, students, parents, and community.

2. Maintain confidential student cumulative records, files, and record data.

3. Assist with the organization of after-school extracurricular activities.

4. Perform clerical duties such as answering the phone; opening, sorting, and distributing mail; greeting and directing visitors; typing correspondences, meeting agendas, and memos; filing; faxing; copying; etc.

5. Maintain the daily/weekly calendar of the Head of School, scheduling appointments/interviews/meetings as needed.

6. Prepare presentations for special projects, events, and/or activities, such as public speeches or workshop engagements by school representatives, etc.

7. Maintain a current record of all student registrations and withdrawals, which includes development and completion of appropriate forms and records.

8. Assist with the development of student rosters.

9. Oversee the process of enrollment and registration of new students with parents and make preparations for annual lottery.

10. Organize and oversee kindergarten registration and registration of upper grade level students.

11. Prepare student transcripts and records following each trimester or upon request, and submit/mail to appropriate individuals.

12. Prepare, complete, and print reports, spreadsheets, invitations, etc.

13. Assist with planning for school level celebrations/recognitions events, new employee receptions, and end of the year celebrations, board appreciations, etc.

14. Identify and provide paperwork to parents of students with three or more unexcused absences.

15. Identify and provide paperwork to parents of students having 10 or more absences.

16. Identify and provide paperwork to students who are "habitually truant" with six or more unexcused absences.

17. Schedule attendance improvement conferences with administration and parents.

18. Prepare legal warnings and citation paperwork for truancy charges.

19. Organize and prepare truancy information for each student for truancy court hearings.

20. Represent the York Academy at each student truancy court hearing.

21. Coordinate transportation of incoming students with districts.

22. Provide staff with daily transportation schedules.

23. Coordinate transportation for all field trips.

24. Perform other duties as assigned by the Head of School.

Requirements

EDUCATION, CERTIFICATION, WORK RELATED EXPERIENCES & CLEARENCES:

1. A high school diploma or equivalent is necessary. Diploma from an accredited secretarial training program helpful.

2. All Pennsylvania Clearances are required (Act 24, Act 34, Act 114, Act 151, Act 168 and Physical Exam and TB Test.)

3. Operational knowledge of the Internet and web-related technologies.

TECHNICAL COMPETENCIES AND SKILLS:

1. Possesses strong oral and written communication skills in the language of instruction.

2. Must possess computer skills.

3. Ability to operate office equipment.

4. Maintains effective and efficient record keeping procedures.