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SPRING GROVE AREA SCHOOL DISTRICT

Anticipated Administrative Assistant - Building

JobID: 1387

Position Type:
Secretarial/Clerical/Administrative Assistant - Building

Date Posted:
4/28/2026

Location:
Spring Grove Area Intermediate School

Date Available:
Upon Board Approval

Closing Date:
05/12/2026

Administrative Assistant - Building

Full Time / 8 Hours Per Day / 260 Days Per Year

PURPOSE: The Building Administrative Assistant plays a crucial role in providing administrative support to the school's building administration, ensuring the smooth and efficient operation of daily activities at the assigned school. Provide superior customer service to building visitors, students, and staff. This position involves diverse tasks, including record-keeping, communication, event coordination, and assistance with various administrative functions within the K-12 public school setting.Assist the Principal, Assistant Principal(s), School Counselor(s), and Teachers in performance of the requirements of those positions.

QUALIFICATIONS

TRAINING AND EXPERIENCE

High school diploma or equivalent; additional education or training in office administration is a plus.
Proven experience in an administrative role, preferably in an educational setting.
Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Proficient in the use of office software (Microsoft Office Suite and Google Suite).
Familiarity with student information systems and databases.
General office management and practices.
Proficient in the use of technology and general office operational procedures required.
Accurate mathematical calculations are required.

GENERAL

Ability to work cooperatively with others.
Maturity and ability to deal effectively with the public, students, and staff.
Self-motivated.
Ability to work independently within the limits of assigned responsibilities.
Ability to plan and prioritize workload.
Understands the importance of and practices confidentiality.
Physical and emotional stamina to function effectively under pressure.
Comfortable with technological advancements and professional growth.
Receipt of current, favorable clearances including
- Pennsylvania State Criminal History (Act 34)
- Federal Criminal History (FBI Fingerprinting - Act 114)
- Pennsylvania Child Abuse (Act 151)
- Sexual Misconduct and Abuse Disclosures (Act 168).

REPORTABILITY - Reportable to Building Principal and/or designee.

EVALUATION - Completed by Building Principal.

PERFORMANCE RESPONSIBILITIES

Front Desk Operations

Greet visitors, students, and parents, providing a positive and welcoming environment.
Answer and direct phone calls, emails, and inquiries to the appropriate staff members.
Receive telephone calls, answer door intercom, and handle questions as the main point of contact for the building.
Greet and provide information about the building and assignment to daily substitute teachers and staff.
Sort mail and distribute to appropriate staff.

Visitor Management

Maintain visitor management system in the building in conjunction with Administrative Assistant Attendance or other personnel, if applicable.
Monitor and manage visitor access to the building, ensuring safety and security protocols are followed.

Student Records Management

Maintain accurate and up-to-date student records, ensuring compliance with confidentiality and privacy policies.
Assist in the enrollment and withdrawal processes for students.
Maintain general office records and records of all correspondence from the Building Principal.
Coordinate use of student information system for updates and support families with use of system.
Assist with special education paperwork, as requested.
Type and prepare all materials for support of school programs, student activities / clubs, and PTO, if applicable.
Review records for incoming students and share with appropriate staff, as necessary.
Prepare class roster list and all records to update student grade levels as appropriate and maintains profile sheets and student documentation.
Prepare ATT-1 documents for student withdrawals and transfers.
Process request for address changes once all required all required documentation is submitted and forward to enrollment office to update in student information system.
Maintain accurate information in student information system regarding parental contact address and phone numbers, scheduling of students in courses, and assigning report card designation.

Communication

Serve as a primary point of contact for communication within the school building.
Disseminate information to students, parents, and staff through various communication channels.
Communicate with District Communications and Marketing Manager regarding news releases, outstanding student accomplishments, etc.
Communicate information for monthly board report(s) to the Superintendent's office.
Communicate student transportation changes, new student transportation needs to Transportation Coordinator and handle students' notes regarding transportation changes.
Create building level communications for student, parents, and community based on direction from advisors or Administrators.
Add building events to district website calendar.

Event Coordination

Assist in organizing and coordinating school events, meetings, and parent-teacher conferences.
Collaborate with teachers, staff, and administrators to ensure successful events.

Scheduling and Calendar Management

Manage the website building calendar, scheduling meetings, events, and other activities.
Coordinate room reservations for various purposes within the school.
Schedule appointments for Building Principal as directed.
If applicable, prepare weekly or monthly calendar of events.
Share calendar as needed with teachers, staff, and student families, either through email, electronic posting, or paper if requested.
Post appointments to appropriate staff calendars.

Data Entry and Reporting

Input and update data related to attendance, disciplinary actions, and other administrative records.
Generate reports and assist in data analysis as required by school administration.
Enter missed time for staff as needed.
Enter absence in absence management for staff as needed.

Assistance to Building Administration

Provide administrative support to the building principal and other administrative staff.
Assist in preparing materials, reports, and presentations as needed.
Prepare documents and copy paperwork as requested by Building Principal.
Monitor and updated timekeeping system as assigned by the Building Principal.

Technology Proficiency

Utilize office software and school management systems to perform administrative tasks efficiently.
Support staff and students in basic technology-related inquiries.

Building Budget Planning and Preparation

Assist the Building Principal with budget preparation and monthly tracking.
Enter budget projections in fund accounting system.
Prepare and process purchase orders for teacher supplies, office supplies, textbooks, etc., maintains files of purchase orders that are filled and outstanding.
Processes purchase orders for payment upon receipt of items.
Prepare paperwork for student activity accounts and make deposits for student activities, clubs, and obligations.
Manage building procurement card, if applicable.
Assist with student activities / club records as requested.

General Office Responsibilities

Perform routine office tasks such as photocopying, filing, and organizing documents.
Assist with mail distribution and other support duties.
Prepare and distribute building emergency list.
Maintain staff parking permit records for building.
Process request for Use of Facilities from local organizations for use of school facilities.
Keep inventory of office supplies and completes requisitions for supplies and repairs.
Assist students in the Health Room in the absence of the school nurse or health room assistant nurse as needed.
Perform other duties as assigned by the Building Principal and/or his/her designee.
Order general office supplies including those for building copiers.
Enter prepared building bell schedules in system and create new schedules as assigned or if needed.
Coordinate vending machines and any issues from use or maintenance if assigned or as needed.

Summer Responsibilities

Prepare orders for supplies.
As supplies arrive, sort by teacher and deliver to classrooms.
Arrange for disposal of textbooks for those being replaced and coordinate with facilities as needed.
Assist administrator with reviewing and updating handbooks as needed and forwarding changes to the appropriate department within central office.
Prepare teacher's schedules and other lists as needed.
Assign homerooms and courses in student information system and other system as needed.
Assist the principal with the scheduling of students.
Prepare student materials for the start of the school year.
Prepare faculty materials for the start of the school year.
Sort and distribute U.S. and inter-district mail.
Send letters to parents whose children have outstanding obligations.
Serve as office manager assigning tasks to others as necessary.
Maintain an accurate calendar of building functions.
Maintain copiers and printers in the building: Change toner, call for repairs/maintenance.
Distribute building keys and keep accurate records of all outstanding keys.
Review district and building calendar and propose dates for the following advisor meetings, new teacher induction meetings, faculty meetings, back to school night, orientation, PTO meetings / events if assigned and as needed.
Reserve rooms for events and prepare and send communication regarding events.

POSITION SPECIFICATIONS

Physical Demands

Occasional driving to school district offices, classrooms, regional offices, community locations, and PDE
Frequent walking throughout buildings including climbing up and down stairs
Often sitting at desk for extended periods
Standing for extended periods of time
Moderate lifting from 15 to 30 pounds
Manual dexterity to use office equipment
Repetitive movement of fingers and hands for keyboarding

Sensory Abilities

Visual acuity to read correspondences, computer screen
Auditory acuity to be able to use telephones, participate in various meetings
Ability to speak clearly and distinctly

Work Environment - Generally, office setting year round

Temperament

Ability to work as member of a team
Must be courteous and able to effectively communicate with staff, students, vendors, and community
Must be cooperative congenial and service-oriented, and promote these qualities in the department
Ability to work in an environment with frequent interruptions

Cognitive Ability

Ability to follow written and verbal directions
Ability to complete assigned tasks with minimal supervision
Ability to read, write and do complex computations
Ability to use correct grammar, sentence structure, and spelling
Ability to organize work setting and efficiently accomplish tasks
Ability to work independently, exercise appropriate initiative, and make work-related decisions
Ability to exercise good judgment in prioritizing tasks and work efficiently on those tasks
Ability to communicate effectively at all organizational levels

Note: All abilities above must be at a professional level, as expected from the required educational level of the job and the previous experience required.

Specific Skills

Ability to operate office equipment
Ability to use technology efficiently and learn new technology implemented by the District
Must recognize and appropriately handle confidential information
Ability to work in a complex environment with varied changing, service demand
Ability to perform tasks as assigned

License - Valid Driver's License

Comments

Position holder must have a friendly, helpful, caring personality
Position holder has access to information for the Spring Grove School District and must exercise confidentiality at all times

The position specifications described here are the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.

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