To assist the superintendent with executive and administrative support duties associated with the performance and requirements of the Office of the Superintendent. This role involves multi-tasking and managing office tasks, coordinating internal and external communications, providing support to the Board of School Directors, and assisting in the efficient operations of the Office of the Superintendent. This is a full-time posiiton, 8 hours a day/260 days a year.
Graduation from high school
Post-secondary educational credits in the field of Business Administration preferred
Three to five years of successful central office administrative assistant experience in a business or educational institution
Proven ability to be discrete and confidential
Thorough knowledge of general office operational procedures
Accuracy with mathematical calculations
Familiarity with general computer operations, Microsoft programs, Google, Excel, Visio/organizational charts, databases, presentations
Ability to coordinate schedules for multi-member team/s and executive board/s
Understands the importance of and practices confidentiality
Excellent communication skills and ability to be discrete
Ability to work cooperatively with board members, administrators, faculty, staff, and community
Maturity and ability to deal effectively with students, staff, and the public
Ability to multi-task and handle conflict
Self-motivated
Effective time management skills, ability to work independently within the limits of assigned responsibilities, and to plan workload
Physical and emotional stamina to function effectively under pressure
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).
Reportable to the Superintendent
Completed by the Superintendent
SUPERINTENDENT’S OFFICE
Create/Draft/Prepare correspondence and other projects as directed by Superintendent.
Schedule appointments for Superintendent; coordinate Superintendent’s and Board of School Directors’ master calendar.
Screen incoming telephone calls and visitors for Superintendent’s Office.
Duplicate and/or distribute materials as directed.
Organize and archive files/communications on behalf of the Superintendent and Board of School Directors.
Open and sort US mail / electronic mail for Superintendent.
Access federal and state messages and distribute/forward messages to the appropriate administrator and/or board member.
Coordinate calendars, schedule meetings, reserve venues, and arrange for technology equipment on behalf of Superintendent, School Board, District Leadership when appropriate.
Enter purchase orders in accounting system, as needed, for Superintendent’s Office.
Process accounts payable on behalf of the Superintendent, School Board, and District Leadership.
Maintain subscriptions on behalf of Superintendent with various organizations.
Process course approvals / tuition reimbursement requests in system on behalf of the Superintendent. Assist Payroll Accountant with verifying credit maximums and columnar salary level increases according to contractual language.
Process absence/leave requests in Absence Management System on behalf of the Superintendent.
Create and present proposed schedule of monthly leadership meetings on behalf of the Superintendent.
Draft and prepare Leadership Retreat materials and monthly Leadership Team meeting agendas on behalf of Superintendent. (Collaborate with Assistant Superintendent’s office for Instructional Leadership Team agenda items added to Leadership.)
Create and prepare Advisory Team Member weekly meeting agendas for collaboration with all team members.
Create and prepare weekly communications to the Board of School Directors on behalf of the Superintendent.
Support Chief Financial and Operations Officer (CFOO) as backup for processing Right to Know requests; attend periodic trainings for appropriate updates to RTK requirements.
Support CFOO/Board Secretary as Board Recording Secretary and backup to the Board of School Directors.
Serve as liaison between Spring Grove Area Scholarship Fund Board, Board of School Directors, and Superintendent, when/as needed.
Continue professional (and personal) development through enrollment in classes/workshops / trainings when and as available.
Rotate with other York County District Superintendent Assistants to prepare communications, agendas, and when appropriate, minutes of Chief School Administrator monthly meetings.
Prepare and plan for districtwide Opening Day In-Service on behalf of the Superintendent. Prepare Program Agenda and coordinate faculty in-service logistics with Assistant Superintendent’s office.
Communicate with officers of PTO/Youth Organizations on behalf of the Superintendent.
Prepare School Calendar on behalf of the Superintendent and coordinate board approval with the Office of the Assistant Superintendent.
Prepare District Alternative Educational Program School Calendar (i.e., Launch) when/if needed.
Participate in job-alike networking meetings among York/Adams/Franklin Counties.
Solicit interest and plan / facilitate biennial Support Staff Book Study (if there is an interest).
Prepare, maintain and update District Organizational Chart.
Prepare / send invitation to all staff for the annual nomination of Outstanding Teacher / Outstanding Support Staff. Collect nomination information and maintain spreadsheet of nominee data. Determine selection committee members and schedule a meeting for review of data.
Monitor MyPDESuite on behalf of the Superintendent and submit reports as needed in FRCPP, TIMS, eGrants, eTran, DriversEd, et. al.
Consider obtaining a notarial license to notarize district documents, as may be needed.
Perform such other duties as assigned by the Superintendent and/or Board of School Directors.
BOARD OF SCHOOL DIRECTORS COORDINATION
Create and present proposed annual schedule of monthly board meetings on behalf of the Superintendent and Board President.
Create and present proposed annual schedule of standing committee meetings on behalf of the Superintendent, Board President, and Board Committee Chairpersons.
Create and post board meeting agendas. Copy and distribute as may be requested by board members. Maintain backup information for all meetings of the School Board.
Attend monthly regular voting meetings of the Board of School Directors, create and maintain a permanent record of minutes (request permanent binding, as appropriate).
Serve as Board Recording Secretary and support the CFOO/Board Secretary in preparation of all materials/agendas/minutes for board meetings and committee meetings.
Send calendar appointments to board members / board committee members / respective administrators for scheduled voting/discussion/committee meetings.
Draft and send Board Committee meeting agendas with all attachments. Archive all information.
Attend Board Committee meetings (when directed) and prepare minutes.
Prepare and send the necessary correspondence(s) following actions taken at Board meetings.
Prepare and send Board Highlights to all staff following regular voting meetings.
Prepare necessary advertisements for Board meetings and legally required notices on behalf of the CFOO/Board Secretary.
Schedule new Board Member Orientation and create/maintain materials on behalf of Superintendent and central office administrators.
Prepare application materials for submission to PDE for maintaining Act 55 Training approval for new and re-elected Board members.
Schedule Act 55 Training with board members (newly elected / re-elected) on behalf of Superintendent.
Communicate / Maintain board member information with PSBA.
Schedule orientation and meet with Student Representative to the School Board to share expectations on behalf of the Superintendent. Prepare appropriate materials and include High School Advisor(s).
Create the Superintendent’s Report for each Board Meeting and communicate with guests who are invited to participate and/or present information during meetings.
Obtain and print Legislative Report information for the Superintendent to communicate at each regular voting meeting, when appropriate.
Plan annual Board Recognition in January (PSBA - Board Recognition Month); coordinate with PSBA for individual board members’ years of service and recognition, as appropriate.
Coordinate with the Technology Department for updates to and maintenance of Board members’ technology equipment, district email, ID badge, and login/user ID information.
Maintain record of board members up for re-election; submit to and monitor York County Voter Registration information to determine candidates during odd-numbered years.
Schedule and coordinate new Board member orientations, when appropriate, as directed by the Superintendent.
Schedule and coordinate annual (bi-annual) Board Retreat on behalf of the Superintendent. Create agenda and all related materials for packets and plan to attend, if requested.
Schedule and coordinate annual Board Facilities Walkthrough on behalf of the Superintendent, CFOO, and Facilities Manager.
Communicate with Board President and establish meetings with Superintendent for monthly discussion meeting agendas for review and confirmation of items.
Communicate with all or specific Board members using email / text / phone message on behalf of the Superintendent when and as appropriate.
Draft and assist with preparation of goals/mid-year status updates/end-of-year evaluation materials on behalf of the Superintendent to share with the Board of School Directors, as directed.
Create and prepare Superintendent annual evaluation information as requested by Board President; post evaluation results to website as required and requested.
Post/Update/Monitor School Board page(s) of District website.
HOMESCHOOL / NONRESIDENT / TUITION WAIVER STUDENT TRACKING AND ENROLLMENT
Maintain roster and communicate with Homeschool Supervisors.
Review end-of-year evaluations, Affidavits/Unsworn Declarations and Educational Objectives, immunization requirements, health and dental information.
Upload all end-of-year evaluations / new school year information into the Sapphire portal for homeschool students.
Prepare approval letters to be sent out to families each year.
Notify families of non-compliance, when appropriate, via certified mail.
Process requests for Homeschool students' participation in academics, extracurriculars, co-curriculars, and requests for use of District resources in the homeschool environment.
Reconcile end-of-year Homeschool Program information and submit annual PIMS report to PDE.
Process requests and maintain information for Tuition Waiver students.
COORDINATE STUDENT DISCIPLINARY EXPULSIONS
Obtain student disciplinary information from building administrators when appropriate.
Draft Agreement/Waiver/Stipulation (AWS) document for review and coordinate with District Solicitor on behalf of Superintendent for appropriate recommendation/adjudication language.
Coordinate and schedule AWS meeting w/ student, parent(s), Superintendent, building administrator.
Prepare documentation and coordinate with Solicitor and Board Disciplinary Committee members, when appropriate, to schedule Board Disciplinary hearings.
POLICY COORDINATION
Regularly check and maintain PSBA’s Policy Network News / Maintenance for updates to legislation and consideration of Policy amendments. Examine existing policy and draft/recommend changes. Forward to appropriate central office administrator for review and consideration, as directed by Superintendent.
Communicate with the District Solicitor to obtain legal counsel regarding proposed new / revised Board Policy language, when appropriate.
Schedule and confirm Policy Committee meeting with Board Chairperson, and prepare agenda and materials for presenting new and revised policies at the committee level prior to moving forward to directors’ study meeting for initial review.
Coordinate placement of first readings / second and final readings on board meeting agenda.
Maintain District Policy Manual (online policy portal), as revisions/additions are necessary. Maintain master log of administrators’ responsibility for policy / administrative regulation updates.
Communicate with Superintendent (and central office administrators as appropriate) to consider and review District Administrative Regulations when policies are revised or added.
Periodically check PDE for Basic Education Circular updates and add to BEC binder.
EMERGENCY OPERATIONS PLAN COORDINATION
Collaborate with Administrative Assistant to District Safety and Security Coordinator and assist CFOO in the regular maintenance of the District Emergency Operational Plan (EOP) manual as directed by Superintendent. Provide support with District Safety protocols. (i.e., suggest / monitor changes, additions and/or deletions to the Plan as appropriate.)
Maintain and update, when requested, Incident Response Team data, set up, and assignment responsibilities in support of District Safety and Security Coordinator and EOP.
Maintain Weather/Emergency Notification protocol manual for Superintendent and serve as back up to Community Relations Coordinator for student/staff/community notifications.
Maintain Weather/Emergency cancellations and delays for coordinating end of year school calendar changes, if/when necessary.
Update the school calendar for board approval of revisions when school closings impact previously approved version(s).
Physical Demands
Occasional driving to school district offices and classrooms
Frequent walking throughout buildings including climbing up and down stairs
Often sitting at desk for extended periods
Standing for extended periods of time
Moderate lifting from 15 to 30 pounds
Manual dexterity to use office equipment
Repetitive movement of fingers and hands for keyboarding
Sensory Abilities
Visual acuity to read correspondences, computer screen
Auditory acuity to be able to use telephones, participate in various meetings
Ability to speak clearly and distinctly
Work Environment Generally, office setting year round
Temperament
Ability to work as member of a team
Must be courteous and able to effectively communicate with various individuals
Must be cooperative congenial and service-oriented, and promote these qualities in the department
Ability to work in an environment with frequent interruptions
Cognitive Ability
Ability to follow written and verbal directions
Ability to complete assigned tasks with minimal supervision
Ability to read, write and do complex computations
Ability to use correct grammar, sentence structure and spelling
Ability to organize and efficiently accomplish tasks
Ability to work independently, exercise appropriate initiative, and make work-related decisions
Ability to exercise good judgment in prioritizing tasks, and work efficiently on those tasks
Ability to communicate effectively at all organizational levels
Note: All abilities above must be at a professional level, as expected from the required educational level of the job and the previous experience required.
Specific Skills
Ability to operate office equipment
Must recognize and appropriately handle confidential information
Ability to use computer technology efficiently and learn new technology implemented by the District
Ability to perform tasks as assigned
License
Valid Driver’s License
Comments
Position holder must have a friendly, helpful, caring personality
Position holder has relatively unrestricted access to information for the Spring Grove School District and knowledge of management/operational and labor relations activities
Ability to work independently, be an idea person, and be comfortable making suggestions for improvements to the Superintendent based on knowledge of the position and operations of the district.
The position specifications described here are the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.
