Administrative Assistant to the Superintendent (2026-2027)

JOB DESCRIPTION

Chester County Schools

ADMINISTRATIVE ASSISTANT

Purpose Statement:

The job of Administrative Assistant was established for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; communicating information on behalf of administrator to school and district staff other districts public agencies etc.; ensuring compliance of department/program activities with financial legal and administrative requirements; and acting as liaison between the Administrator and other parties providing information addressing issues and/or providing general support.

Essential Functions:

• Attends professional meetings for the purpose of remaining knowledgeable with current regulations and practices.
• Compiles data from a variety of sources (e.g. agenda items payroll budget etc.) for the purpose of complying with financial legal and/or administrative requirements.
• Composes documents (e.g. standardized correspondence bulletins etc.) for the purpose of documenting events providing and/or requesting information.
• Coordinates a variety of programs and/or activities (e.g. task assignments meetings site in-service day activities workshops travel and accommodations etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Evaluates situations (e.g. involving staff students parents the public etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains documents files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Maintains inventories of supplies and materials for the purpose of ensuring items availability.
• Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial legal and/or administrative requirements.
• Orients new site personnel regarding appropriate school and district practices for the purpose of effectively assimilating new personnel into site operations.
• Oversees workload of department for the purpose of maximizing the efficiency of the work force and meeting operational requirements.
• Prepares written materials (e.g. reports memos letters etc.) for the purpose of documenting activities providing written reference and/or conveying information.
• Presents information on administrative procedures services regulations etc. for the purpose of training and orienting other personnel and/or disseminating information to appropriate parties.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.
• Researches a variety of information (e.g. current practices policies education codes etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (e.g. staff parents students public agencies etc.) for the purpose of providing information facilitating communication among parties and/or providing direction.
• Schedules a variety of activities (e.g. meetings travel arrangements staff coverage facilities usage etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel equipment and facilities.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Assists other personnel for the purpose of supporting them in the completion of their work activities

Certificates & Licenses

None Specified

Continuing Educ./Training Clearances

Annual Bloodborne Pathogen Training Criminal Justice Fingerprint/Background

TB

Required Experience:

IC