Require month Administrative Assistant - Pupil Services (Central Office Non-Union) in Pennsylvania

Job title: month Administrative Assistant - Pupil Services (Central Office Non-Union)
Company: Downingtown Area School District
Job description: 12-month Administrative Assistant - Pupil Services (Central Office Non-Union) JobID: 4969

• Position Type:

Support/Administrative Assistant

• Date Posted:

8/24/2023

• Location:

Administrative Office

• Date Available:

September 2023

• Closing Date:

09/04/2023

Position: Administrative Assistant - Pupil Services (Central Office Non-Union)
Location: Administration Building/Central Office
Start Date: Steptember 2023
Specifications: 7 hours per day, 5 days per week, for 12 months per year (260 contract days); Year-round with benefits
Pay rate: $19.60 per hour

At DASD, we are committed to sharing values of diversity and inclusion in order to achieve and sustain excellence in education. As a diverse district, we continually seek ways to strengthen our educational environment. We believe that we can best promote excellence by recruiting and retaining a diverse group of staff who bring various backgrounds and perspectives. Our ability to create and maintain a climate of respect is critical to attaining the best teaching and learning environment. If you want to be part of our "Downingtown Proud" team - please apply Help us with our mission to educate all students to meet the rigorous challenges of a global society.

At the Downingtown Area School District we value our employees. We seek to hire new staff who:

• Communicate openly to build relationships and trust
• Partner with team members to see the TEAM succeed
• Demonstrate a growth mindset and seek ongoing opportunities for growth
• Embrace and support a safe and inclusive environment
• Eagerly and enthusiastically support student learning
• Strive to be kind and reflective
• Focus on the solution and put people first
• Lead by example

Job Summary: Coordinates and implements daily and strategic operations in order to assist and support the department with administrative responsibilities.
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. This position description does not express or imply that these are the only duties to be performed by the incumbent(s) in this position. Employee(s) will be required to complete other job-related duties requested by the supervisor.

• High school diploma with a minimum of three years experience in a similar position
• Knowledge of standard office procedures and practices.
• Ability to handle multiple tasks simultaneously.
• Proficient secretarial 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.

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 and DASD Sharepoint portal postings.
• Prepares and submits 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 administrator 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
• 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 reporting includes 12/1 and 7/1 special education student count, and others as assigned.
• Tracks budget expenditures and submits monthly reports of expenditures.
• 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 department.
• Creates and maintains position procedure outline to describe day to day duties of the position/department 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.
• Maintains supervisors' appointments: schedules multi-partied meetings with personnel, IU, and parents as needed.
• Assists special education supervisors with transportation coordination for ODP students.
• Tracks the training requirements for paraprofessionals (20 hours).
• Maintains student databases for special education, 504s, and/or gifted.
• Completes requisitions for teachers.
• Communicates with outside agencies as needed for PCA's, nurses, psychiatric evaluations, OT/PT, speech, etc. to coordinate services.
• Completes the pre-registration process for professional development in My Learning Plan.
• Processes medical access data for the district.
• Monitors and maintains a current list of MA eligible students for billing.
• Reviews IEPs to ensure that the District is billing for all billable services (transportation, speech, OT/PT, one-on-one aides, etc.).
• Verifies MA eligibility for students new to DASD or students newly identified and needing services.
• Distributes, collects, and maintains "Release to Bill" forms for each MA student.
• Reviews electronic log narratives from all providers, PCAs, Nurses, OT/PT, and Psychologists to ensure data aligns with student IEP goals.
• Submits new IEPs to CRNP for review and enters billing into Sivic Solutions website.
• Maintains and updates the Random Moment Time Sampling system with staff information.
• Reconciles purchase-cards for secondary special education programs.
• Assists with administrative tasks related to planning for Special Olympics and Extended School Year (ESY) programming.
• Supports with coverage and planning for school nurse absences.
• Updates skills to remain current in technological advances and district processes.
• Other duties may be assigned.

Summary of Benefits:

• Medical including Telemedicine
• Prescription
• Dental
• Vision
• Flexible Spending Accounts
• Life Insurance
• Disability Insurance
• Workers? Compensation
• Paid Sick, Vacation, and Personal Days
• Employee Assistance and Advocacy Program
• Tuition Reimbursement
• State Pension System (PSERS)
• Wellness incentives, including fitness club reimbursement
• ...and much more

EOE

Attachment(s):

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