What are the responsibilities and job description for the Administrative Assistant to the Business Administrator position at Springfield Township School District?

The School District of Springfield Township (SDST) in Montgomery County, PA borders Philadelphia and is incredibly accessible to surrounding areas by just a short drive. A cornerstone of our district is providing the best free and public education to the students in Springfield Township. We deeply value and respect the employees who are committed to helping us provide an inclusive environment for all students and staff. Members of our team enjoy competitive salaries, great benefits, PTO and more! View more information about our Equity Initiative here.

Qualifications :

Bachelor's degree in business or a related field preferred and / or a combination of education and related experience.
Minimum four years progressively responsible administrative assistant work preferred.
Demonstrated ability to coordinate work of all offices and to schedule appointments efficiently and effectively.
Knowledge of modern office practices, procedures and use of equipment. Possess effective oral and written communication skills.
Advanced computer competency in the areas of : word processing, spreadsheets, maintaining integrated databases, presentation software and electronic mail. A working knowledge of : internet (search protocols) and the willingness to update skills in order to keep current and productive in technology uses and applications.
Ability to recognize, maintain and respond to confidential situations and information.
Ability to collect, organize, file and access work effectively.
Ability to establish and maintain effective working relations with supervisors, co-workers and the general community and school district.
Excellent keyboarding, computer, interpersonal, and organizational skills.
Ability to switch gears quickly and frequently; handle many projects simultaneously; handle constant interruptions and maintain high quality and quantity of work.

Description :

The School District of Springfield Township is seeking candidates who possess excellent interpersonal skills, the desire to work with energetic students, and the ability to relate well within the school community. SDST is committed to diversity in our workplace and welcomes the opportunity to consider all candidates.

This diversified administrative assistant position provides the assistance required to support the work of the school district. Whereas the scope of the position could relate to any or all school district activities, the primary emphasis is on the operation and support of the various functions of the Business Office. The position must deal with confidential information on a regular basis.

The following is a list of job duties to be completed by the position :

Assist other staff district-wide by working cooperatively to achieve the goals of the school district and business office.

Greet visitors, arrange appropriate accommodations and covers switchboard, as needed.

Screen and monitor telephone calls for the Business Administrator insuring that messages are forwarded in a timely fashion, as needed.

Maintain business administrator's calendar and set up meetings, as directed.

Open, date, sort and forward incoming U.S. mail for the administration building.

Compose and maintain hard copy and electronic files of letters, memoranda and meeting agendas for Business Administrator.

Organize virtual finance and property committee meetings and create draft agendas in Board Docs.

Create correspondence including but not limited to letters, memoranda, reports, statistical reports, budget information, various lists / forms, financial charts, minutes, agendas, website uploads, right to know responses, advertising and purchase orders under the direction of the Business Administrator.

Advertise bids, in cooperation with issuing departments under the direction of the Business Administrator.

Serve as back up to the Superintendent's Administrative Assistant in preparing Board agendas and required supporting documentation.

Maintain hard copy and electronic files for all documents, resolutions, contracts for board meetings.

Gather data from all district offices for annual insurance surveys and applications, interact with request agency and submit completed documents

Maintain hard and electronic copies of property and vehicle titles

Submit district-wide insurance claims as directed

Maintain hard and electronic copies of insurance claims

Maintain and reconcile all Bond and Capital Reserve files to create the annual fixed asset schedule as directed by the Assistant Business Administrator.

Provide clerical support to other departments (facilities, payroll, transportation, human resources etc.) as needed.

Organize, communicate and oversee the district annual disposal of old records and files

Enter all requisitions and electronic check requests for the Business Office.

Coordinate with the district registrar and PIMS coordinator on demographic, residency and enrollment information for students attending charter schools

Review, update, reconcile and submit payments for charter schools invoices.

Distributes financial interest statements annually to school board and administration, recording dates of notices sent, ensures completion deadlines are met and maintains file of responses for auditors.

Receive and track Right to Know requests in accordance with state law

Coordinate with the district solicitor and administration to prepare an appropriate response to Right to Know requests under the direction of the Business Administrator. Communicate on behalf of the Open Records Officer / Business Administrator with requester.

Reviews, responds and maintains copies of the annual Commonwealth of Pennsylvania Department of Revenue Corrected School District Code Reports (Act 80). Disseminate corrected tax id responses to other school districts and to the Department of Revenue.

Process free / reduced breakfast lunch applications

Coordinate with school administration and Office of Support Services to process and collect student negative lunch balances

Reconcile and submit monthly food services invoices

Assist with monthly, quarterly and annual National School Breakfast / Lunch Program reports

Track, record and reconcile district-wide Amazon account

This list of responsibilities in no way states or implies that these are the only duties to be performed by the employee occupying this position. The candidate will be required to follow any other job-related instructions and perform other job-related duties requested by the supervisor of the position.

Terms of employment :

12 month, full-time position to be determined in accordance with the terms and conditions of the collective bargaining agreement to begin as soon as possible.

If you are an external candidate and you are offered a position with the School District of Springfield Township, please be advised that the following information will be required before you are able to begin working :

State Police Clearance (Act 34)

Child Abuse Clearance (Act 151)

FBI Fingerprints (Act 114)

School Health Record - includes physical & tb test from within a year

Act 24 (PDE Form 6004) - Arrest / Conviction Report

PA Sexual Misconduct / Abuse Disclosure Release- A separate form must be completed for :

1. Current employer; and

2. All former employers that were school entities; and

3. All former employers where you were in a position that involved direct contact with children.

To find more information about how to complete these documents go to the district Employment Opportunities website.

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