Confidential Administrative Assistant to the Superintendent2
Confidential Administrative Assistant to the Superintendent Lackawanna Trail School District
Updated July 2017
Job Summary: The Confidential Administrative Assistant to the Superintendent is responsible for assisting and supporting the Superintendent with clerical and administrative duties more specifically described in the Duties and Responsibilities section of this document. Confidentiality is mandatory at all times.
Qualifications: The Confidential Administrative Assistant to the Superintendent must have attained at least an Associate's Degree or its equivalent, have worked in a public school, and be able to prove through references his/her ability to efficiently and effectively manage an office. The Confidential Administrative Assistant must also demonstrate the ability to communicate in a diplomatic and tactful manner with all segments of the educational community and public.
Terms of Employment/Evaluation: The Confidential Administrative Assistant to the Superintendent is a non-union employee working in a twelve month position, hours per week to be determined, with an hourly wage to be determined by the Board of Education. Other benefits are consistent with the current Support Staff Contract. The Superintendent will evaluate this employee at least annually based on how well he/she carries out the duties and responsibilities assigned to this position. Said evaluation will become part of his/her permanent file.
Duties and Responsibilities include, but are not limited to
• Act as Confidential Secretary, as well as PIMS Administrator, Web-Portal Administrator, Safe Schools Administrator, PDE Teacher Certification System Administrator, Security Administrator PDE-ED HUB, District Policy Manual Administrator and "Open Records Officer"
• Maintain confidentiality at all times regarding all school business, students, employees, potential employees, District operations, policies, and procedures.
• Proficient in Microsoft Office, adept at Power Point and Prezi, various computer programs, email, internet and web-based systems necessary to perform clerical duties
• Collect and organize pertinent data as needed and produce it in useable form
• Answer incoming calls to the Central Administration Office and routes calls and/or visitors to the proper destination when necessary
• Assist with outgoing mail and distribution of office mail when necessary
• Compose and prepare correspondences
• Duplicate and maintain State and District forms, applications, and form letters
• Responsible for all State Police, Child Abuse, and FBI Clearances and all State/Federal updates of Rules and Regulations concerning these mandates
• Ability to establish and maintain effective working relationships and rapport with other employees and the general public
• Assist and support the Superintendent as with maintaining the Superintendent's calendar, scheduling appointments, and notifying front receptionist of upcoming appointments and all other tasks as assigned by the Superintendent
• Schedule Superintendent, administrators and Board Members for conferences, workshops and webinars
• Make travel and hotel reservations when necessary
• Obtain, organize, and prepare data requested by the Superintendent for purposes such as community projects, labor relation/negotiations, and legal actions involving the District and/or its staff
• Ability to carry out, without supervision, continuing assignments requiring the organization of materials, the preparation of reports and making of decisions
• Check Penn*Link email account several times a week for any important messages and forward them to the appropriate or interested parties
• Set up and maintain paper and electronic filing systems for records, correspondences and other materials
• Operate office equipment such as fax machines, copiers, and phone systems and uses computers for spreadsheet, word processing, database management and other applications
• Produce publications, newsletters, and other materials in a timely manner in digital and hard copy formats
• Incorporate knowledge of advertising, social media, web and public relation skills into the daily routine
• Post regular schedules and updates on our website as well as post any special events and dates on the website
• Prepare, distribute, and post job openings and notices through hard copies and on the web page
• Respond to requests for information and job application documents
• Arrange interview schedules and contacts individuals for interviews at the District. Sends letters of declination following interviews to applicants
• Set up personnel files for newly employed District personnel
• Maintain job applications received for at least one year- (not for a posted position). Use to pull from in the event a position becomes available. Process approval letter after the Board meeting
• Assist with emergency school cancellations and delay communications
• Receive and maintain files of all applications for employment, according to area of certification
• Type and file correspondences, notices, recommendations and reports for Superintendent and also for the Business Administrator and Director of Special Education when directed
• Maintain and submit all Act 48/45 information for all employees in Excel template
• Responsible for District Act 48 Record System, Forms, Data Information and Input to NEIU#19
• Collect all Act 48 hours for all teachers and from administrators. This is done in an Excel template. Upload all templates into the P.E.R.M.S. system in PDE. Maintain electronic copies of the roster and letters generated by PDE
• Administer and complete PDE applications and reports on the PDE Web-Portal
• Compile and forward teacher applications for renewal/permanent certification
• Monitor number of years of service for Instructional I teachers and Administrative I Administrators to comply with PA Certification Regulations
• Responsible for all Teacher Induction correspondence, records, and personnel
• Compile data for Instructional II and Administrative II applications
• Collect data from Principals and other staff members in order to complete annual PDE reports
• Maintain all Personnel and Board Director listings
• Maintain and submit all reports regarding Homeless students
• Order supplies for the Superintendent and prepares the Superintendent's yearly budget when necessary
• Manage the central office under the direction of the Superintendent
• Take and transcribe dictation from the Superintendent
• Maintain a schedule of appointments and make arrangements for conferences
• Prepare all official reports, lists, and documents for which the Superintendent is responsible
• Notify members of the Board of Education of all meetings
• Maintain official copy of the Board of Education Policy Manual; compile and send updates of the Manual to all Administrators, Board Members, and others who keep a hard copy of the Manual
• Type Agenda, Motions, and Minutes of all Board Meetings; copy and collate documents, and prepare packets for all Board of Education Public Work Sessions and Meetings
• Prepare List of Applicants and Substitutes each month for the Board meeting
• Prepare and submit for web publishing, the official minutes of Board meetings
• Act as the Board Secretary during regular meetings of the Board of Education.
• Prepare a digital folder of information for each member of the Board of Education.
• P.I.M.S. Administrator:
*Compile, maintain and submit Staff Submission for Elementary and High School Staff
*File Title I submission (with information from Title I)
* Assist with submission of Safe Schools, Course, and Title IX submission
*Assist others with P.I.M.S. questions and/or problems
• T.I.M.S. Certifying Officer:
*Verify information submitted into the system by applicants for additional certification and/or Level II certification. After verification of information; approve and send to Superintendent for final approval and submission to POE
Confidential Administrative Assistant to the Superintendent2
• MMS Program:
*Maintain and update all personnel databases in the MMS program
• Civil Rights Data Collection:
*This collection is done every other year. Work with the administrators to collect the data and file the collection as required by the US Dept. of Ed
• Teacher and Principal Evaluations:
*File annually with PDE the Teacher and Principal Evaluation Survey
• Parking Permits:
*Maintain a list of all employees and assigned parking permit #s. Update and revise as needed. Collect permit when employee leaves; reassign to new employees
• Miscellaneous Duties:
*Composing memos, letters, emails, etc. for Superintendent
*Make phone calls and communication with staff, parents, and Board members etc.
*Copying, filing
*Perform such other duties as assigned by the Superintendent