Administrative Assistant to the Superintendent
Administration Building
12 month position; 7.5 hours/day - occasional evenings as needed as School Board Secretary
2026/2027 Support Staff Salary Range, Class II: Starting at $22.19 per hour
SUMMARY OF PURPOSE
This position serves as the primary executive administrative support to the Superintendent, provides administrative support to the Director of Human Resources, and fulfills the duties of School Board Secretary. The role is responsible for managing high-level communications, coordinating Board governance processes, preparing agendas and official meeting records, facilitating interactions with administrators and Board members, and overseeing the timely and efficient flow of information, correspondence, and administrative operations within the Superintendent's Office.
ESSENTIAL JOB FUNCTIONS
Administrative Support to Superintendent
1. Supports effective communication by creating and managing content across multiple media and platforms, ensuring messages are clear, engaging, and tailored to the intended audience.
2. Create polished, visually engaging presentations and materials by refining content provided by Superintendent to ensure clear communications and high-quality results.
3. Oversee preparation and distribution of correspondence
4. Schedule meetings and appointments, plan and maintain Superintendent's calendar
5. Receive and screen telephone calls, mail, visitors, and e-mail
6. Coordinate food and beverages for meetings; Order gifts for staff/board appreciation, graduation, etc.
7. Coordinate annual School District Calendar preparation, ordering, and distribution
8. Create and maintain Years of Service
9. Other administrative duties including but not limited to: ordering supplies, purchase orders, filing, copying, scanning, and flyer maintenance on district website.
School Board Secretary
1. As Board Secretary, duties include, but are not limited to:
a. Collect, prepare, and distribute monthly Board agendas, minutes and supporting materials
b. Attend School Board meetings; including scheduling, set-up, and clean-up
c. Coordinate activities for Board elections and re-organizations
e. Act as liaison between District and PSBA for policy management
f. Make arrangements for Board Members to attend workshops, seminars, etc.
g. Maintain updated Board agendas, minutes, and supporting materials online
h. Maintain and distribute annual Ethics Commission Financial Interest Statements for all Board members and Administrators
i. Process mileage reimbursements for Board members in January / June
i. Prepare and process contracts for required Board signature
k. Place ads/public notices related to school board agenda meetings
Administrative Support to Director of Human Resources
1. Oversee preparation and distribution of correspondence
2. Receive and screen telephone calls, mail, and visitors
3. Collect news items and create draft of bi-weekly Northern News
4. Post District news/announcements on District website
5. Distribute and collect required onboarding and exit paperwork including clearances for new hires and volunteers. Enter data into HR data management system (CSIU) and Safe Schools website.
6. Enter data for employee changes in HR data management system (CSIU) and Safe Schools website
7. Audit completion of training in Safe Schools website.
8. Prepare and distribute contracts for Professional staff, Athletic Coaches, and Extra Duty assignments
9. Maintain Volunteer and Substitute lists and Certification Folder
10. Oversee compliance of clearances and required training for employees in CSIU.
11. Creates badges for all staff.
12. Other administrative duties including, but not limited to: ordering supplies, purchase orders, filing, copying, scanning, and flyer maintenance on district website.
SECONDARY JOB FUNCTIONS
1. Encourage a positive, mutually supportive office environment
2. Maintain a high level of professionalism and confidentiality
3. Perform other duties as assigned by the Superintendent or Director of Human Resources
OTHER ESSENTIAL DUTIES
Language Skills: Ability to read, analyze and interpret written and verbal information. Must demonstrate effective communications with, and respond in a timely manner to, questions from groups of administrators, staff, parents and the general public.
Mathematical Skills: Ability to work with and apply mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability: Able to solve practical problems and deal with several variables at once. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Other Required Skills and Abilities: Perform duties with awareness of all District requirements and Board of Education policies.
SCOPE AND IMPACT
This position accomplishes most tasks through standard procedure, exercising independent judgment when necessary. High-level contacts of a complex and confidential nature, both inside and outside the school district, are made. Internal contacts include District Office staff, District Administrators, Teachers, and Classified staff. External contacts include parents, community members, School Board members, and any other business or school related entities.
KNOWLEDGE & SKILL REQUIREMENTS
A high school diploma or equivalent is required. Five to seven years of administrative assistant / executive assistant experience is desirable. Requires experience in modern office practices and administrative procedures. The following clearances must be provided upon hire and updated every five years in accordance with Act 153: PA State Police-Act 34, Child Abuse- Act 151, and FBI Fingerprint-Act 114. Child Abuse training (or proof of completion) in accordance with Act 126 upon hire and repeated every five years thereafter. A negative TB test is required upon hire.
SPECIAL SKILLS: This position requires knowledge of software such as word processing, spreadsheets, databases, email, internet use, scanning, and web-based applications. Confidentiality and attention to detail are essential.
PHYSICAL/MENTAL/ENVIRONMENTAL
Activities: Sitting 80%, walking/standing 20%, occasional lifting required up to 30 lbs.
Vision: Normal
Mental Demands: Ability to interpret, analyze, problem solve; detailed written and verbal communications.
Environment: Office environment
Employee must be able to accomplish the performance responsibilities with or without reasonable accommodation. It is the responsibility of the employee to inform their Supervisor of any and all reasonable accommodation requests.
SUPERVISION RECEIVED AND EXERCISED
This position is directly responsible to the Superintendent and Director of Human Resources.
Northern York County School District is an Equal Opportunity Employer
FLSA Status: Non-exempt