Anticipated Administrative Assistant - Building na Spring Grove Area School District
Spring Grove Area School District · New Salem, Estados Unidos Da América · Onsite
US$ 35.880,00 - US$ 35.880,00
- Junior
- Escritório em New Salem
- Position Type:
Secretarial/Clerical/Administrative Assistant - Building - Date Posted:
9/29/2025 - Location:
New Salem Elementary School - Date Available:
upon board approval - Closing Date:
10/13/2025 Additional Information: Show/Hide - Ability to describe problems and work orally or in writing to supervisor as required.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Ability to carry out instructions furnished in written or oral form.
- Ability to add, subtract, multiply and divide, and perform arithmetic operations.
- Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
- Ability to problem solve job-related issues.
- Ability to work with a diverse group of individuals.
- Ability to process paperwork accurately according to standardized procedures.
- Ability to maintain confidentiality of information regarding students, employees and others.
- Organizational and time management skills.
- Knowledge of office management procedures.
- Works in standard office and school building environments.
- Ability to work outdoors during outdoor student activities.
*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position. - Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
- Proven experience in an administrative role, preferably in an educational setting.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficient in the use of office software (Microsoft Office Suite and Google Suite).
- Familiarity with student information systems and databases.
- General office management and practices.
- Proficient in the use of technology and general office operational procedures required.
- Accurate mathematical calculations are required
- Typical qualifications would be equivalent to:
- Graduation from high school
- Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
- Bachelor's degree preferred.
- Successful experience with office management preferred.
- Ability to work cooperatively with others.
- Maturity and ability to deal effectively with the public, students, and staff.
- Self-motivated.
- Ability to work independently within the limits of assigned responsibilities.
- Ability to plan and prioritize workload.
- Understands the importance of and practices confidentiality.
- Physical and emotional stamina to function effectively under pressure.
- Comfortable with technological advancements and professional growth.
- Receipt of current, favorable clearances including Pennsylvania State Criminal History (Act 34), Federal Criminal History (FBI – Fingerprinting - Act 114), Pennsylvania Child Abuse (Act 151), and Sexual Misconduct and Abuse Disclosures (Act 168).
| Anticipated Administrative Assistant - Building | JobID: 1327 |
Full-time, 8 hours per day, 260 days per year
Full benefits eligibility including access to the Rocket Wellness Center
Position Purpose
The Building Administrative Assistant plays a crucial role in providing administrative support to the school's building administration, ensuring the smooth and efficient operation of daily activities at the assigned school. Provide superior customer service to building visitors, students, and staff. This position involves diverse tasks, including record-keeping, communication, event coordination, and assistance with various administrative functions within the K-12 public school setting. Assist the Principal, Assistant Principal(s), School Counselor(s), and Teachers in performance of the requirements of those positions.
RESPONSIBILITIES:
Front Desk Operations
Greet visitors, students, and parents, providing a positive and welcoming environment.
Answer and direct phone calls, emails, and inquiries to the appropriate staff members.
Receive telephone calls, answer door intercom, and handle questions as the main point of contact for the building.
Greet and provide information about the building and assignment to daily substitute teachers and staff.
Sort mail and distribute to appropriate staff.
Visitor Management
Maintain visitor management system in the building in conjunction with Administrative Assistant – Attendance or other personnel, if applicable.
Monitor and manage visitor access to the building, ensuring safety and security protocols are followed.
Student Records Management
Maintain accurate and up-to-date student records, ensuring compliance with confidentiality and privacy policies.
Assist in the enrollment and withdrawal processes for students.
Maintain general office records and records of all correspondence from the Building Principal.
Coordinate use of student information system for updates and support families with use of system.
Assist with special education paperwork, as requested.
Type and prepare all materials for support of school programs, student activities / clubs, and PTO, if applicable.
Review records for incoming students and share with appropriate staff, as necessary.
Prepare class roster list and all records to update student grade levels as appropriate and maintains profile sheets and student documentation.
Prepare ATT-1 documents for student withdrawals and transfers.
Process request for address changes once all required all required documentation is submitted and forward to enrollment office to update in student information system.
Maintain accurate information in student information system regarding parental contact address and phone numbers, scheduling of students in courses, and assigning report card designation.
Communication
Serve as a primary point of contact for communication within the school building.
Disseminate information to students, parents, and staff through various communication channels.
Communicate with District Communications and Marketing Manager regarding news releases, outstanding student accomplishments, etc.
Communicate information for monthly board report(s) to the Superintendent’s office.
Communicate student transportation changes, new student transportation needs to Transportation Coordinator and handle students’ notes regarding transportation changes.
Create building level communications for student, parents, and community based on direction from advisors or Administrators.
Add building events to district website calendar.
Event Coordination
Assist in organizing and coordinating school events, meetings, and parent-teacher conferences.
Collaborate with teachers, staff, and administrators to ensure successful events.
Graduation (High School Specific)
Coordinate graduation and corresponding activities including
Create timelines
Enter facilities requests
Develop layout for outdoor graduation
Prepare option for indoor graduation
Prepare class list throughout the year including transfers, withdrawals, updates
Create programs content
Coordinate with Communication and Marketing Manager to ensure program completion
Prepare diplomas
Place cap, and gown orders for students and faculty / adult participants
Coordinate visits of graduating seniors to the elementary schools
Coordinate non student graduation officiants and participants
Ensure student financial obligations to the district are submitted in order to issue diploma
Scheduling and Calendar Management
Manage the website building calendar, scheduling meetings, events, and other activities.
Coordinate room reservations for various purposes within the school.
Schedule appointments for Building Principal as directed.
If applicable, prepare weekly or monthly calendar of events.
Share calendar as needed with teachers, staff, and student families, either through email, electronic posting, or paper if requested.
Post appointments to appropriate staff calendars.
Data Entry and Reporting
Input and update data related to attendance, disciplinary actions, and other administrative records.
Generate reports and assist in data analysis as required by school administration.
Enter missed time for staff as needed.
Enter absence in absence management for staff as needed.
Assistance to Building Administration
Provide administrative support to the building principal and other administrative staff.
Assist in preparing materials, reports, and presentations as needed.
Prepare documents and copy paperwork as requested by Building Principal.
Monitor and updated timekeeping system as assigned by the Building Principal.
Technology Proficiency
Utilize office software and school management systems to perform administrative tasks efficiently.
Support staff and students in basic technology-related inquiries.
Building Budget Planning and Preparation
Assist the Building Principal with budget preparation and monthly tracking.
Enter budget projections in fund accounting system.
Prepare and process purchase orders for teacher supplies, office supplies, textbooks, etc., maintains files of purchase orders that are filled and outstanding.
Processes purchase orders for payment upon receipt of items.
Prepare paperwork for student activity accounts and make deposits for student activities, clubs, and obligations.
Manage building procurement card, if applicable.
Assist with student activities / club records as requested.
General Office Responsibilities
Perform routine office tasks such as photocopying, filing, and organizing documents.
Assist with mail distribution and other support duties.
Prepare and distribute building emergency list.
Maintain staff parking permit records for building.
Process request for Use of Facilities from local organizations for use of school facilities.
Keep inventory of office supplies and completes requisitions for supplies and repairs.
Assist students in the Health Room in the absence of the school nurse or health room assistant nurse as needed.
Perform other duties as assigned by the Building Principal and/or his/her designee.
Order general office supplies including those for building copiers.
Enter prepared building bell schedules in system and create new schedules as assigned or if needed.
Coordinate vending machines and any issues from use or maintenance if assigned or as needed.
Summer Responsibilities
Prepare orders for supplies.
As supplies arrive, sort by teacher and deliver to classrooms.
Arrange for disposal of textbooks for those being replaced and coordinate with facilities as needed.
Assist administrator with reviewing and updating handbooks as needed and forwarding changes to the appropriate department within central office.
Prepare teacher’s schedules and other lists as needed.
Assign homerooms and courses in student information system and other system as needed.
Assist the principal with the scheduling of students.
Prepare student materials for the start of the school year.
Prepare faculty materials for the start of the school year.
Sort and distribute U.S. and inter-district mail.
Send letters to parents whose children have outstanding obligations.
Serve as office manager assigning tasks to others as necessary.
Maintain an accurate calendar of building functions.
Maintain copiers and printers in the building: Change toner, call for repairs/maintenance.
Distribute building keys and keep accurate records of all outstanding keys.
Review district and building calendar and propose dates for the following advisor meetings, new teacher induction meetings, faculty meetings, back to school night, orientation, PTO meetings / events if assigned and as needed.
Reserve rooms for events and prepare and send communication regarding events.
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements: Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities
Benefícios adicionais
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