10 Month Administrative Assistant

POSITION: 10 Month Administrative Assistant

Location: Athletic Office

START DATE: August 25 2025

SALARY: $22.22 per/hr

HOURS: 8 hours scheduled day 0.5 hour unpaid lunch (7.5 hours paid/day)

BARGAINING UNIT: UDESPA

PRIMARY PURPOSE:

The primary purpose of the Executive Secretary is to perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe and nurturing environment which promotes positive welfare for children.

REPORTING RELATIONSHIP:

• The Executive Secretary reports directly to the specific administrator they are assigned.
• Works cooperatively with administration supervisors staff parents and outside agencies to perform job responsibilities.

TERMS OF EMPLOYMENT:

Work Year: 12 month

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the Building Administrator.

1. Perform general office duties including but not limited to telephone/email intercom message systems mailing duties receptionist duties preparation/editing of correspondence/reports scheduling general filng photocopying maintaining records and monthly reports.
2. Place receive and screen telephone calls and record messages.
3. Use computer/technology skills including but not limited to using the Internet accessing databases spreadsheet design desktop publishing and creation of various forms.
4. Maintain the organization and the general record keeping of the office including but not limited to annual calendar preparation budgeting and inventories (supplies books etc.)
5. Participate in District activities as per supervisor request.
6. Renew skills to meet those required by increased use of technology and/or the initiating of new policies procedures and practices.
7. Maintain confidentiality with all District information including District and school population information.
8. Assist building population (students parents staff and administrators) with building request and assigned tasks.
9. Handle inquiries/concerns from staff members or parents requesting appointments. Interact and listen to legitimate concerns and make appropriate referrals.
10. Maintain budget and accounts.
11. Maintain files for the Administrator ensuring that materials are properly marked and accessible for immediate use.
12. Maintain a schedule of appointments and make arrangements for conferences and interviews.
13. Use a variety of automated systems equipment to produce such materials as correspondence reports contracts specifications and/or other data.
14. Maintain calendar of appointments for the administrator ensuring the administrator is apprised of all appointments and changes as well as matters requiring immediate attention.
15. Arrange appointments and meetings and prepare materials for them.
16. Perform responsible clerical work in the maintenance of complex and confidential records and files both manually and by use of the computer.
17. Open sort and screen incoming mail and answer routine correspondence; routes remainder to appropriate party.

QUALIFICATIONS & PHYSICAL REQUIREMENTS:

To successfully perform this position a person must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement training skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma required
• Post-high school professional training preferred
• Experience as a secretary or in similar position preferred
• Possess effective interpersonal skills with the ability to interface diplomatically with teachers administrators parents students support staff co-workers and outside professional contacts
• Possess effective communication judgmental planning and human relation skills
• Ability to manage work responsibilities and challenges in a fair firm and equitable manner
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems
• Ability to work on multiple tasks and prioritize appropriately
• Requires experience and skills with appropriate technologies (word processing spreadsheet presentation and webpage software email Internet as a reference/research tool)
• Ability to maintain efficient flow of work schedule and responsibilities
• Strong interpersonal organizational and communication skills
• Maturity and ability to deal harmoniously with all types of people
• Use of discretion in handling of confidential information
• Demonstrate ability to work under deadlines and to prioritize tasks
• Attend work related meetings
• Maintain stamina during the workday
• Meet deadlines stay organized
• Use hands to finger handle or feel objects tools or controls and to talk and hear
• Have specific vision abilities; to include close vision and the ability to adjust focus
• Need to occasionally move about inside the office to access file cabinets office machinery etc.
• Operate a computer and other office productivity machinery such as calculator copy machine and computer printer
• Concentrate on tasks

LIFTING REQUIREMENTS: Indicate what statement best describes the usual lifting activity.

Sedentary Lifting up to 10 lbs. maximum and carrying small items.

X Light Lifting up to 20 lbs. maximum with frequent lifting of objects up to 10 lbs.

Medium Lifting up to 50 lbs. maximum and carrying object up to 25 lbs.

Heavy Lifting up to 100 lbs. and carrying objects up to 50 lbs.

PHYSICAL DEMANDS: Indicate what best describes the physical activities for the job.

Not Required*

Occasional*

Frequent*

Constant*

Bending

X

Pushing

X

Hearing

X

Reaching

X

Climbing

X

Seeing

X

Speaking

X

Standing

X

Walking

X

*Definitions:

Not Required This activity may not be a routine part of the job.

Occasional This activity is an essential part of the job at random intervals.

Frequent This activity is a usual and customary part of the job.

Constant This activity is continually occurring as part of the job.

Certificates Licenses and Registrations
Act 34 Criminal History Clearance
Act 151 Child Abuse History Clearance
FBI Fingerprint check
Approved physical to be free from Tuberculosis

The School District of Upper Dublin is an equal opportunity employment educational and service organization.