Position Information

Position Information Message
Administrative Assistant - Pupil Services at Downingtown Area School District
Position:   Administrative Assistant - Pupil Services
Location:  Administration Building/Central Office
Start Date:  June, 2023
Specifications:   7 hours per day, 5 days per week, for 12 months per year (260 contract days); Year-round with benefits
Pay rate:   $25.17 per hour to $31.52 per hour 

Job Summary: Coordinates and implements daily and strategic operations in order to assist and support director and department with administrative responsibilities.

Duties & Responsibilities:  (The description below is abbreviated. Other duties will be assigned by management)
  • Answers incoming telephone calls: screens callers, schedules appointments and meetings for division administrators using electronic scheduling programs, reschedules or cancels appointments, responds to inquiries, routes calls, records accurate messages, and retrieves and returns electronic voice mail messages promptly.
  • Processes daily mail: receives, opens, date stamps, sorts, distributes. Processes outgoing mail via inter-school & regular mail systems.
  • Utilizes various software products to design and develop correspondence, flyers, spreadsheets, etc., for projects, meetings, workshops.
  • Composes, designs, faxes, proofreads, prints, duplicates, collates, distributes, and files division materials:  correspondence, memos, reports, bids, and budgets.
  • Responds to, or redirects, all forms of communication.
  • Monitors weekly, maintains, and updates monthly department website.
  • Prepares and submits purchase orders and requisitions and reconciles expenditures as needed for the division.
  • Sets up and maintains efficient office systems and procedures:  maintain filing systems in proper order for efficient retrieval; maintains confidential files; maintains an organized electronic filing system.
  • Interfaces with all levels of employees and external contacts:  greets visitors, provides assistance and information, responds to inquiries and requests, and makes referrals to third parties when appropriate.
  • Maintains and checks tickler file daily for matters requiring attention and prioritizes job assignments ensuring timely follow through.
  • Meets regularly with the director to review work and appointment schedule:  discusses assignments, reviews progress of projects, agrees on goals and timetables, confirms appointment schedule, notifies receptionists of expected visitors, is proactive, anticipates the needs of the director, and acts without being prompted.
  • Anticipates and initiates collection of data, compiles and summarizes information, prepares State & Federal reports, performs budget computations, monitors, reports progress, and finalizes reports relevant to issues of the day, week, month, or time of year. State and federal reports include SHARRS, Act 16, Contingency funds, and others as assigned.
  • Tracks budget expenditures, submits monthly reports of expenditures and supports budget development with the director.
  • Schedules, prepares agenda, attends and takes minutes for meetings as required. Reserves room accommodations and makes necessary arrangements for refreshments for various meetings.
  • Arranges reasonable and efficient transportation plans and reserves accommodations for meetings and conferences.
  • Uses initiative and decision making skills to assist the director.
  • Creates and maintains position procedure outline to describe day to day duties of the position/division as needed.
  • Works in collaboration and coordination with other assistants to ensure accurate communication across departments.
  • Maintains supplies and orders as needed for the division.

Position/Department Specific - Duties & Responsibilities: 
  • Maintain Supervisors’ appointments: schedule multi-partied meetings with personnel, IU, and parents as needed.
  • Maintains state mandated confidential records for every special education student in the district.
  • Maintains student database for all pupil services areas (special ed, gifted, 504).
  • Responds to parent inquiries for pupil services.
  • Assists with the process of arranging subs for nurse coverage as needed.

Position: Administrative Assistant - Pupil Services at Downingtown Area School District
Organization: Downingtown Area School District
Location: Downingtown,  PA 
United States
Salary: $25.17 per hour - $31.52 per hour
Posting Start Date: 5/22/2023
Date Posted: 5/24/2023
Requirements Qualifications: To successfully perform this position, a person must be able to perform each primary duty satisfactorily.  The qualification requirements listed below represent minimum levels of educational achievement, training, skills and/or ability necessary. 
  • High school diploma plus two years post secondary education or five years experience in a similar position. Four year degree preferred.
  • Knowledge of standard office procedures and practices.
  • Ability to handle multiple tasks simultaneously.
  • Proficient administrative skills, including organizational skills and the ability to meet deadlines.
  • Strong technology skills, including but not limited to all tools in the Office and Google Suites.
  • Proficiency in the use of technology for individual and system management, communication, and research.
  • Strong mathematical, verbal, and written communication skills.
  • Ability to make decisions independently, as well as to execute assignments of administrative detail as delegated.
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations and information.
  • Must successfully complete and maintain compliance with all federal and state background and criminal record check requirements.
  • Candidate must adhere to all local, state, federal, and school code requirements for employment.
Status: This listing expires on: 6/3/2023
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Organization Information
Downingtown Area School District

Downingtown,  PA 19335
United States
Ellen Turro