Administrative Assistant for Biglerville Elementary School - Anticipated - UPPER ADAMS SCHOOL DISTRICT : Job Details

Position Type: Clerical/Secretarial Date Posted: 9/2/2025 Location: Biglerville Elementary School Date Available: When filled Closing Date: When position filled Internal Applicants (contracted employees must apply as an external applicant) Internal applicants are required to submit an application for the position by clicking on the internal applicant link in the applicant portal. External Applicants (non-employees, all substitutes, and district contracted employees) Are required to submit a full application by clicking on the external applicant link in the applicant portal. Requires experience in modern office practices and secretarial and/or administrative procedures. A High School diploma or the equivalent is necessary as well as five to seven years of administrative office experience. SUMMARY OF PURPOSE This position is responsible for performing administrative and secretarial duties of a public elementary school. The position is accountable for performing receptionist functions, coordinating the workflow through the principal's office, and preparing various correspondence, letters and memorandums. Critical areas currently include: registering new students, preparing the daily lunch count, maintaining the daily attendance and handling all correspondence and secretarial duties for the building. ESSENTIAL FUNCTIONS 1. Serves as receptionist by answering telephones, relaying messages, greetings, visitors and controlling the intercom system 2. Assist with morning announcements. 3. Monitor visitor sign-in and building access. 4. Assist parents by phone or in person as needed. 5. Call parents to pick up ill students when necessary. 6. Maintains building records and reports daily student attendance and staff/faculty attendance. 7. Assists with the end of day dismissal process. 8. Ensures that the building security system is set to allow access for evening and weekend events. 9. Distribute teacher's mail. 10. Maintains and updates student records and class schedules in the Student Information System. 11. Conducts student registrations throughout the year. This includes informing teachers of new students, updating classroom count and making all the necessary changes in the files to reflect student registration. 12. Maintain and monitor books for student activity funds, PTO/PTA building funds, and/or petty cash funds at the direction of the principal. 13. Generates special education paperwork as directed by the principal. 14. Maintains special education student files according to district policies and state and federal laws. 15. Monitors the faculty/staff evaluation documents according to the schedule set by the principal. 16. Generates correspondence, handbooks, letters, newsletters, and daily bulletins, for the principal, administrators and teachers. 17. Coordinates all ordering, distribution, and inventory of supplies. 18. Prepares all purchase orders for the school and maintains a log of all expenditures. 19. Maintain the parent volunteer database. 20. Type cafeteria menus for student and parent distribution. 21. Maintain bus listings and note any transportation changes. 22. Make routine decisions in consultation with designated staff in the absence of the principal. 23. Other duties as assigned by the principal. MARGINAL FUNCTIONS In the absence of the principal, exercises good judgment, prudence, discretion and confidentiality associated with the position for any questions, problems or situations that occur, and report necessary and immediate issues to the supervisor next in line to the principal in the chain of command. SCOPE AND IMPACT This position accomplishes most of its tasks through standard procedures, exercising independent judgement when necessary. Internal/external contacts include the principal, teachers, administrators, other school district staff, parents, students, and community members. This position includes accountability for all money from school activity accounts. MINIMUM REQUIREMENTS Requires experience in modern office practices and secretarial and/or administrative procedures. A High School diploma or the equivalent is necessary as well as five to seven years of administrative office experience. SPECIAL SKILLS Typing, computer skills, good phone manners, and the ability to work well with people are required. Must possess good interpersonal skills using tact and diplomacy. Requires strong organizational skills with the ability to multitask when necessary. Confidentiality is essential. PHYSICAL/MENTAL/ENVIRONMENTAL Physical Demands: Constantly sitting with occasional standing or walking. Normally does not work at heights above ten feet. Normally does not lift any object weighing more than fifty pounds. Sensory Abilities: Visual acuity Auditory acuity Work Environment: Typical administrative office and school environment. Temperament: Must possess excellent interpersonal skills. Must be able to work in an environment with frequent interruptions. Able to make judgements and work under high levels of stress. Cognitive Ability: To follow oral and written directions. To complete assigned tasks with or without supervision. To use correct grammar, sentence structure and spelling. To compose clear, concise sentences and paragraphs. To organize office setting to efficiently accomplish tasks. To multitask. To exercise good judgment in prioritizing tasks. To communicate effectively at all organizational levels. Specific Skills: Ability to operate office equipment. Ability to use computer technology Ability to appropriately handle confidential information in accordance with District policies. SUPERVISION RECEIVED AND EXERCISED: This position is directly responsible to the Elementary School Principal. No supervisory responsibility is involved. Performance will be evaluated annually by the Elementary School Principal in accordance with the provisions of the Classified Handbook and District Policy The above description covers the most significant essential and marginal functions but does not exclude other occasional responsibilities and accountabilities the inclusion of which would be in conformity with the major purpose of this job. The employee must be able to perform the essential functions of the position satisfactorily, and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position. The Upper Adams School District is an Equal Opportunity Employer, Educational Service organization. Revised and Board Approved: 12/7/2021