FT Administrative Support I, DSC Business Office

Job Posting # SS03726

The Williamsport Area School District is accepting applications for an anticipated Full-Time Administrative Support I position. This secretarial/clerical position is based at the District Service Center Business Office; subject to the determination of the Superintendent. This is a 7.5 hour 245 day position and is subject to the minimum requirements listed on the Job Description. Job requirements to include a high school diploma or above. Associates Degree in Accounting preferred. Documented experience as an office secretary to include computer experience using MS Office specifically MS Excel and standard office equipment. The ability to receive a passing score of 70% on a Basic Office Skills Assessment is required. The ability to receive a passing score of 70% or better on a job specific assessment related to Accounting is also required. Primary responsibilities for this position will be food service administrative support. Qualifications for this position shall be based upon applicable verified work experience verified educational/training/credentials applicable testing results and the Districts defined qualifications for the position. Qualifications for this position are defined solely by the District including an employees work attendance disciplinary history credentials and other job specific qualifications. EOE.

All applications must be submitted electronically for consideration. Click on the link on this page to apply current employees of the W.A.S.D. should complete an INTERNAL application. All other applicants please complete an EXTERNAL application. Please emailfor assistance or with questions.

Applications deadline isDecember 8 2025

Basic Functions:

This is a specialized secretarial/clerical position which includes the primary responsibility of performing operational and administrative office duties on behalf of and in support of the building or office administrator. This position requires considerable personal initiative and judgment in completing assignments. The individual must effectively communicate and interact with students parents staff and community members.

Education & Experience:

High school diploma or above required. Associates Degree in Accounting preferred.

Documented experience as an office secretary to include computer experience using Microsoft Office (i.e. MS Excel) and standard office equipment. Documented experience working with CSIU software and completing bank reconciliations is preferred.

Knowledge Skills & Abilities:

This position requires the ability to relate to students parents school personnel and community representatives. Knowledge of English spelling punctuation and math required. Considerable knowledge of modern office practices procedures and equipment ability to understand and follow oral and written instruction effectively communicate necessary information to others and compose effective and accurate correspondence. The ability to receive a passing score on a Basic Office Skills assessment is required. The ability to receive a passing score on a job-specific assessment may also be required. Knowledge of Microsoft Office including Outlook and Excel is required. Must have the ability to learn new software products required to perform job functions. Knowledge and the ability to assemble and organize data/information maintain complex files and records work independently and assess various situations and make the appropriate decisions.

Authority & Responsibilities:

(E) Designates Essential Functions

1. Serves as secretary to the building/department administrator(s) and liaison with other building/District staff student parents and community. (E)

1. Prepares composes and assembles materials as instructed. Collects and compiles statistical financial or other information in an organized manner. (E)

1. Inputs information into computer files updates information and generates reports as necessary. (E)

1. Records receipts/revenue in accounting software. (E)

1. Receives reviews and processes invoices and generates accounts payable checks on a weekly basis. (E)

1. Completes budget transfers on an as needed basis. (E)

1. Completes bank reconciliations for all district accounts on a monthly basis (E)

1. Provides information about District policies rules and regulations and/or directs individuals to the appropriate District personnel. (E)

1. Communicates effectively (orally and in writing) with administrators staff students and the public. (E)

1. Understands the concept of debits and credits as required to make journal entries (E).

1. Reviews and checks documents for completeness accuracy and conformity with applicable rules regulations and procedural requirements. (E)

1. Acts as a receptionist professionally answers the telephone takes messages as necessary and/or refers calls or visitors to the appropriate personnel. (E)

1. Schedules meetings appointments and makes other arrangements for administrators as necessary.

1. Receives/directs mail and identifies matters in order of priority. (E)

1. Operates office equipment including but not limited to fax machine copiers computers telephones intercom systems etc. (E)

1. Performs functions related to budget preparation requests for payments purchasing and work orders as directed by administrator(s). (E)

1. May be required to perform functions related to scheduling substitute staff by utilizing the Aesop system. (E)

1. Maintains confidentiality of all business related information. (E)

1. Performs other related functions as directed by the building/department administrator(s).

Physical Requirements:

SedentaryExerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects including the human body. Involves sitting most of the time but may involve walking or standing for brief periods of time.

Other Requirements:

Criminal Record must be reviewed and must show there have been no convictions within the past 10 years for any offenses involving Theft or other dishonest acts.

Auditory and Visual Requirements:

Within normal ranges with or without correction.

Equipment Used:

Office equipment such as computers fax machines telephones copiers etc.

Job-Specific Assignments:

1. Reports to the Business Administrator and works daily with the Food Service Director.
2. Positively interacts with; but not limited to parents cafeteria managers district office staff building principals and administrative support staff.
3. Uses the point of sale computer system completing all required procedures. Communicates with the support technicians as needed.
4. Monitors the importing of student information in the point of sale computer system making changes as needed.
5. Completes the Primero Edge new year set up and year end rollover in the point of sale system.
6. Coordinates the student download with the WASD I.T. Department and support technician at the beginning of the school year.
7. Coordinates issuing student meal ID cards for all K-3 elementary students at the beginning of the school year and issues replacement ID cards throughout the school year as needed.
8. Coordinates NSLP CACFP SFSP Breakfast and Afterschool Snack programs as required.
9. Submits the required yearly school sponsorship application using the PEARS system and submits to the PA Department of Education (PDE).
10. Prepares and processes the monthly Federal and State reimbursement claims in the PDE PEARS system for all meals served using reports from both the Primero Edge and Power Schools software.
11. Maintains paperwork in accordance with USDA PDE and PA Department of Agriculture requirements.
12. Updates the Free & Reduced Meal Application each school year and/or applicable CEP process. Coordinates the printing of the meal applications with the high school print shop. Ensures meal applications are distributed properly.
13. Administers the processing of Free and Reduced Meal Applications and sends eligibility letters to families. Completes the 30-day meal application expiration procedures required by PDE.
14. Completes the procedures required by PDE to include Direct Certification Report Meal Application Verification Data by Building and Inspection Report and/or applicable CEP processes.
15. Uses the Power Schools computer system to look up general student information as needed (school grade ID number address etc.).
16. Uses the Power Schools computer system to print attendance reports to calculate attendance factors
17. Uses the CSIU system to enter payments journal entries and receipt entries.
18. Orders general supplies through the CSIU Consumable Inventory System for the cafeterias and Food Service Office.
19. Orders change funds/seed money for each cafeteria location.
20. Issues meal account refunds as needed.
21. Orders banking supplies for all cafeterias and the Food Service Office.
22. Maintains the Food Service personnel list and employee scheduled work hours list.
23. Coordinates with Food Service Managers in May of each year to receive wish list of supplies/equipment needed for the upcoming school year.
24. Prints and mails mass letters for Food Service at the beginning and throughout the school year as required.
25. Generates and provides monthly a student/adult negative balance report from Primero Edge to the Business Administrator for review.
26. Processes monthly Patron Balance Report for all In-active point of sale users to process refunds write-offs and collection letters according to District procedures.
27. Performs yearly On-Site Monitoring at each cafeteria location and completes necessary paperwork in PEARS.
28. Communicate with parents District staff and software vendors regarding questions with all point of sale activities.
29. Successful completion of required NSLP Annual Training Module.
30. Verifies and balances the daily and monthly bank deposits from each District buildings Food Service operation.
31. Monitors the over/under balance at each of the District buildings Food Service operation.
32. Processes monthly Food Service vendor accounts payable invoices for payment.
33. Records monthly internet payments received from Parent Online for each Food Service site and provide totals by site to Food Service Director.
34. Demonstrates good organizational skills to maintain all food service records and to have available for administrative and auditor review upon request.
35. Demonstrates the ability to create and modify Microsoft Excel spreadsheets and prepare letter using Microsoft Word.
36. Demonstrates the ability to work independently perform multiple tasks accurately while working under pressure and meeting established deadlines.

This job assignment is not an exhaustive list of all responsibilities skills tasks requirements efforts or working conditions associated with this position. While this job assignment is intended to be an accurate reflection of the current position management reserves the right to modify essential functions of the job or to require that additional or different tasks be performed when circumstances change (i.e. emergencies changes in personnel workload rush jobs or technical developments).