Position Type: Secretarial/Admin Assistants/Executive Assistant
Date Posted: 3/11/2025
Location: Administration Building
Closing Date: 03/25/2025 Experience and Qualifications:
- Three years' experience in the secretarial field.
- Perform a variety of duties to relieve the Business Manager of administrative details.
- Organize and plan daily assignments.
- Start and complete assignments on your initiative with brief instructions.
- Be able to conduct professional conversations with persons in and outside the school system.
- Arrange appointments or reservations for the business manager as requested.
- Pre-Employment Drug Screen (self-paid)
- Act 34, Act 151 and FBI Clearances (self-paid)
- Act 126 & Act 71 Certifications
- Letter of Interest, Resume and Application Directly Through the District Website
Primary Duties/Responsibilities:
1. Perform confidential clerical and routine administrative assignments for the Superintendent, Assistant Superintendents, or comparable level manager, applying knowledge of the school district organization, policies, and procedures applicable to the function and office routines.
2. Compose letters and memoranda for the supervisor's signature on your initiative from general verbal instructions. Compose a variety of letters and reports from written copy.
3. Arrange appointments and make reservations, when requested of by the business manager. Receive and screen visitors and direct them to the proper person within the department according to the nature of their business.
5. Maintain records and files of a confidential nature and other data and prepare special reports pertinent to the requested task.
6. Complete special assignments requiring initiative to plan and organize the details and presentation.
7. Answer questions and make decisions based on precedent and policy.
8. Order office supplies as needed for the business office.
9. Improve existing office procedures, forms, and filing systems.
10. Answer telephone, receive and transmit messages, answer questions,
and transfer calls as required.
11. Instruct and guide new and less experienced clerical staff on procedures and policies of the business office and district.
12. Make yourself knowledgeable of the operation of the office machines, postage machine and the copiers in the administration building.
13. Report to the Superintendent, Assistant Superintendent, or
comparable managerial level when needed.
14. Gather and compile the necessary data needed to submit annual packets to our insurance company, with little or no initiative being mindful of the deadlines.
15. Process information to the necessary party once received after an automobile accident.
16. Complete the necessary form(s) when there is damage to an employee's personal property in the school when involved with a student.
17. Coordinate transportation for students living in YCSD but across an unsafe zone. Set up transportation for students living within our district and who attend Charter or Private Schools. Provide accurate and concise information to the transportation company for easy transition to and from school daily.
18. Managing the purchase order spreadsheet system annually.
19. Being responsible for placing a service call when needed for either postage machine in the district.
20. Coordinate the use of activity vans in the district by district staff for student activities. Provide the necessary form that is to be completed and submitted after the use of the vans.
21. Be sure to run a Penn Dot report to confirm anyone driving a district vehicle has a valid driving record.
22. Process monthly payments for contractual agreements in a timely fashion with little initiative.
23. Keep an up-to-date record of all driving records for staff driving district vehicles.
24. Receive, compile, and file all School Health Reports, which you will receive from the school nurses district-wide.
26. Receive, compile, and file all Certificate of Insurance documents annually.
27. Enter all purchase orders for the business office and the food service dept. at the guidance of the business manager.
28. Must be able to work well independently, and with a team.
29. Must have great communication skills to work well with those within the school system and outside of the school district.