Administrative Assistant to the Superintendent (2025-2026)

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