Administrative Assistant to the High School Principal - 21st Century Cyber Charter School : Job Details

Position Type: Support Services - Clerical/Secretarial/Administrative AssistantDate Posted: 7/24/2024Location: West ChesterAt the present time, an anticipated opening exists for an Administrative Assistant to the High School Principal. LOCATION: The incumbent in this position will report to and work out of one of our West Chester (Eastern PA) location.

• Our main campus location is located in West Chester: An active university town, nestled in the heart of the Brandywine Valley just 30 minutes from Wilmington and 45 minutes from Center City Philadelphia, downtown West Chester Pennsylvania reflects the small-town charm and cosmopolitan tastes that prompted The Philadelphia Inquirer to call West Chester . one of the world's most perfect small towns.

SUMMARY OF POSITION: Under general supervision, an incumbent of this position performs executive secretarial services for a principal or site location. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the supervisor. The position requires a full range of skills in the operation of a computer to maximize equipment capability in compiling and producing correspondence, records, reports, files, etc. The position also requires the frequent use of independent judgement in the application of prescribed methods and procedures where policies have already been established. There is a considerable amount of contact with the public and/or fellow employees. This position has access to confidential information. Strict adherence to FERPA and the confidentiality of student and/or staff records is essential. JOB RESPONSIBILITIES:

Perform secretarial and clerical tasks of a varied nature. Organize and maintain an efficient and effective office that handles a variety of tasks for the Administration, parents, students, and staff of the school.

Greet visitors, answer telephone calls in a pleasant and efficient manner, and communicate effectively in routine, sensitive, and confidential matters. Respond to incoming phone enquiries, directing callers to the appropriate staff person, as needed.

Distribute mail and handle correspondence for the supervisor/location, responding to routine requests for information. Prepare and proofread letters and responses as needed. Type, reproduce and distribute notices to staff, students and parents; prepare packages for shipping, as may be needed.

Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student files. Protect confidentiality of records and information about students and use discretion when sharing any such information within legal confines.

Following the established business office procedures, prepare and process purchase orders/budget transfers/distribute all related materials to appropriate personnel when orders are received.

Prepare materials for and maintain an accurate accounting system for the annual budget, as required by the assigned supervisor.

Manage/order/maintain all curriculum student needs (ex. books, kits) and all curriculum teacher needs (ex. teacher editions, instruction support materials). Manage subscription database/dues/fees/renewals.

Create forms, and compile and organize data and information necessary for the efficient operation of the office, the completion of required school and State data collections, and the completion of the Principal's or designee's responsibilities. Complete all required monthly and year end reports in a timely fashion.

Arrange appointments and maintain a schedule for the Principal or designee and assigned staff. Contact and schedule interviews.

Communicate to the Principal or designee any unusual situations. Advise immediately of any evidence of substance abuse, child abuse, child neglect, severe medical conditions, potential suicide, or individuals appearing to be under the influence of alcohol, or controlled substances.

Attend required staff meetings and serve, as appropriate, on staff committees.

Recommend to the Principal or designee improvements needed in office procedures or operations. Order and maintain office supplies.

Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.

Perform routine data entry tasks, accurately and efficiently.

Display ethical and professional behavior in working with everyone who communicates or is associated with the School. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.

Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs.

Keep informed about school activities, requirements of the law and code, Board policy and regulations, and other information necessary for the functioning of the office.

Work cooperatively with staff in other offices in routine tasks and with the completion of large or time sensitive projects or emergencies.

Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.

Execute any other projects and other tasks as assigned by the supervisor.

ESSENTIAL JOB SKILLS:

Computer literacy; ability to use all appropriate technology, software and 21CCCS systems to fulfill job functions; proficiency completing data entry and data export functions; and email correspondence.

Works with courtesy, tact, and diplomacy in dealing with others. Ability to communicate effectively using verbal and written communication; works independently and collaboratively as part of a team.

Effectively prioritizes simultaneous projects to meet deadlines, identifies and utilizes appropriate resources needed for project execution.

Uses initiative to observe, identify and effectively respond to varying seasonal need for support within different departments throughout the organization.

QUALIFICATIONS: Education & Experience

High School Diploma required, Associates degree preferred.

A minimum of 1-3 years successful experience in a fast-paced, office environment

Skills and Abilities

Language Skills

Works with courtesy, tact, and diplomacy in dealing with others, and the ability to work independently as well as cooperatively as part of a team.

Ability to read, interpret and follow procedures, manuals, reports.

Ability to write reports, formal correspondence.

Ability to effectively present information and respond to questions from groups of supervisors, administrators, staff, and the general public.

Ability to respond to common inquiries or complaints from staff, customers, agencies, vendors, or other members of the community.

Mathematical Skills

Ability to apply basic mathematical concepts in the performance of routine assignments.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret instructions involving both abstract and concrete variables.

Ability to apply sound judgment to resolve conflicts and solve problems.

Other Skills and Abilities

Ability to establish and maintain effective working relationships at all levels with staff, administration, agencies, and the community.

Ability to transport between central office and various locations throughout the county and state as required by the position.

Ability to communicate clearly and concisely.

Ability to multi-task, and to effectively handle multiple responsibilities simultaneously.

Requirements

Must possess a valid Driver's License.

Background checks.

Able to commute to your work location.

Schedule: 12 Month/ 260 Day Monday-Friday 7:30am-3:30pm Telework - No Salary: $40,286.91 - $59,625.07 per year (salary is also based on experience) Benefit Eligible: Yes Equal Opportunity Employer The 21st Century Cyber Charter School is an Equal Opportunity Employer. 21st Century Cyber Charter School ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-###-####.