Basic Function:                                

This position is a specialized secretarial position, which includes primary responsibilities of performing operational and administrative office duties on behalf of and in support of the Superintendent and the Assistant Superintendent.  This position requires considerable personal initiative and judgment in completing assignments.  The individual must effectively communicate and interact with staff, community members, occasionally students, and requires that the individual maintain confidentiality regarding personnel and all district matters.  The position serves as the primary custodian of all administrative records and papers of the school district.

The position of Executive Assistant to the Superintendent and the Assistant Superintendent is a 260 Day, 7 hour per day position (excluding one hour of unpaid lunch) and shall be active in the daily operations of the office of the Superintendent and Assistant Superintendent.  This position is not eligible for membership in any collective bargaining unit.  This position reports and is evaluated annually by the Superintendent.

Education and Experience:         

The requirements for the position are a minimum of a high school diploma or equivalent and relevant technical work experience/skills to support the functions of the Office of Superintendent.  Demonstrated competency in using standard and modern office equipment to include, but not limited to, telephone, intercom systems, fax machines, computers, software programs, copiers, etc. 

Knowledge, Skills, and Abilities:   

The Executive Assistant to the Superintendent and the Assistant Superintendent be an individual that exhibits strong organizational skills and has the ability to coordinate and complete multiple tasks.  The individual must possess excellent oral and written communication skills and have good working knowledge of Excel, Word, Google Docs, and other database software, and is comfortable with the requirement to learn new computer software or technology programs as determined by the district.  Commission as notary public.

PERFORMANCE RESPONSIBILITIES

1. Maintain confidentiality regarding all personnel and district matters.
2. Act as custodian of all records and papers of the school district. 
3. Provide public notary services to the school district.

Personnel Duties

The Executive Assistant will work with the Superintendent and Assistant Superintendent to perform the following personnel duties. 

1.  Advertise all staff vacancies. 
2. Prepare the Personnel Report for School Board Meetings. 
3.  Create, maintain and track all personnel files for professional staff, support staff, substitutes, coaches, volunteers, student teachers, district physician, dentist, and other appointed positions.  Maintain former employee files. Maintain files of  applicants for employment.
4. Prepare all employment notifications and contracts.                                        
5.  Ensure compliance with state laws and regulations pertaining to required clearances, medical examinations and tests, and ensuring that appropriate and current  certifications are on file for new hires.
6.  Track and maintain professional staff certifications 
7. Track and record all Act 48 information for the Pennsylvania Department of Education:

• Coordinate and track all substitutes. 
• Arrange new substitute orientation for new substitute teachers before they begin substituting in the district.
• Prepare a list of substitute teachers, CSIU Guest Teachers, and substitute support staff for the upcoming year and submit it to the Board for approval.
• Responsible for approval notifications to substitutes.
• Update substitute teacher handbook in July and send a copy for all substitutes.
• Prepare and distribute annual “reassurance letters” for substitute teachers and emergency substitute teachers at the conclusion of the school year.
• Update and maintain substitute folders (teachers and support staff).

 Central Office- Secretarial Duties

1. Arrange meetings and professional activities as requested and scheduled by the Superintendent or Assistant Superintendent.
2. Maintain and update the Superintendent’s schedule. 
3. Process mail and messages for the Superintendent and Assistant Superintendent. 
4. Assist with Federal Programs Tasks, as requested. 
5. Serve as the receptionist for the Superintendent and Assistant Superintendent. 
6. Prepare any curriculum-related materials as directed by the Assistant Superintendent. 
7. Distribute information on weather delays and cancellations to radio stations, TV stations, administrators, townships, and transportation contractors, as assigned.

Board Recording Secretary

The Executive Assistant to the Superintendent will serve as Recording Secretary to the School Board under the direction of the Superintendent unless noted otherwise by School Board Action.  A separate stipend shall be provided for this role due to time worked after normal business hours for Board Business.

Board Recording Secretary Duties 

1. Prepare agenda and attachments for Board Meetings and Executive Sessions. 
2. Assist the Superintendent and Board President in the preparation of agenda. 
3. Copy and assemble the Board agenda and minutes. Distributes Board agenda information to Board Members, Administration, and other individuals as needed. 
4. Prepare meeting room for all Board Meetings including Special Sessions. 
5. Notify the newspapers of Board Meetings prior to Board Meetings through appropriate advertisements as required by law. 
6. Place agenda the Friday prior to the Board Meeting on the school website and approved minutes on the school website. (Board Docs) 
7. Attend all meetings of the School Board unless otherwise excused. 
8. Record minutes at all meetings of the Board, including Special Sessions. 
9. Coordinate Expulsion Hearings. Contact the Board, Court Report, Legal Counsel, Solicitor, Custodian, reserves LGI, advertise in newspapers, prepare documents,  and takes minutes of hearing.  
10. Maintain a correct and proper record of all of the proceedings of the Board. 
11. Maintain all Board Minutes and have them bound permanently. 
12. Type any correspondence for the President or any of the Board Members as requested by the Superintendent. 
13. Coordinate and process newspaper advertisements. 
14. Arrange advertisement, applications, interviews for school board vacancies. 
15. Publish all legal notices concerning School Board meetings. 
16. Secure Financial Ethics Statements from Board members and administrators annually. 
17. Prepare and maintain accurate record of adopted Board Policy, work with Policy Maintenance at PSBA, distributes policy to administrators, and send new policy to staff via Board Summary. 
18. Ensure notifications to building personnel of any facility use needs by the Board. 
19. Prepare Tax Resolution, Certificate, and Letters to Assessment Records, Technician, Register and Record (to the Union County Courthouse) and Tax Bureau each year after the budget is passed, if requested by the Business Manager. 
20. Performs other Board duties as assigned by the Superintendent and the Assistant Superintendent.

 Meeting Arrangements

1. Help with arrangements for Convocation, as requested by the Superintendent.
2. Prepare and deliver Chapter 10 documents for the Coordinator of School Safety and Security. Provide assistance with Schools Council meetings, as needed.
3. Coordinate Support Staff Council meetings semi-annually (October and April).
4. Prepare materials for new teacher induction meetings and other professional development programs as requested.

 Enrollment

1. Conduct enrollment survey the first school day of each month and the end of the first week of the new school year.  Distribute information to principals, food service, maintenance, nurses, etc.

 Recognitions

1.  Coordinate all aspects of the Board Employee Anniversary and Retirement Recognition Programs.
2.  Track and maintain all tenure records for professional employees. Coordinate tenure process and recognition program.

 Manuals, Handbooks, Directories, and Reference Materials           

1. Maintain Solicitor’s file.
2. Maintain a current file of job descriptions for all employees.
3. Update and distribute Staff Directory.
4. Update faculty and staff information.
5. Update and distribute the Support Staff Handbook and ensure that all Support Staff annually receive notification of changes.
6. Update Collective Bargaining Agreement, as needed.  

Other Duties 

1. Coordinate the Senior Citizen Complimentary Pass Program.
2. Modify and distribute holiday, winter weather, and other memorandums, as requested.
3. Generate purchase orders for District-Wide purchases, as needed.
4. Perform other duties as assigned by the Superintendent and Assistant Superintendent.

Physical Requirements:

Sedentary – able to sit for extended periods of time, but may involve walking and standing (periodically as required), is able to lift and carry up to twenty-five pounds (25 lbs.)

Dexterity – finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.)

Auditory and Visual Requirements – within normal range, with or without correction.

Worksite Environment:

Primarily Indoors – office setting with occasional exposure to outdoor elements / climate during work day.

Licenses and Certifications:

Relevant criminal histories and child abuse clearances

Valid Pennsylvania Driver’s License.

Problem Solving Skills:

Must exhibit high levels of problem-solving skills for overall efficiency and productivity in school environment

Mental Demands:

Must be able to provide a steady response to unpredictable situations

Must demonstrate independent judgment and discretion in making decisions

Must be able to manage multiple projects and deadlines.

How To Apply
You must complete the entire online application to be considered for a position.

Please provide complete reference information for each reference including name, address, phone and email address. 

Current PA Criminal Clearance, PA Child Abuse, FBI Clearance, Act 168 Disclosure Form, and Health Physical with Mantoux TB test required upon hire, but do not attach to the application.

Nondiscrimination Notification

• The Lewisburg Area School District’s programs are open and available to all students.  The district does not discriminate or prohibit students from participation because of race, color, national origin, religion, sex, handicap, or political affiliations.
• The school district’s hiring practices are also non-discriminatory.  The school district is an equal opportunity employer.  In the activities related to employee recruitment and screening, hiring, promotion, demotion, transfer, and furlough, the non-discrimination policy stated above extends to include age and veteran status.
• Inquiries or complaints concerning possible discrimination are to be directed to Mr. Vincent Hoover, who serves as the Title IX and Section 504 officer for the school district.  He will also provide information regarding services, activities and facilities which are accessible and usable by handicapped persons.  Please call 570-523-3264 for additional information.
• Publication of this announcement is in accordance with state and federal laws including Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitative Act of 1973 and Title VI of the Civil Rights Act.