GENERAL INFORMATION:
District Office
Administrative Assistant II - Students Services/Front Office
Full-time, Permanent

Reports to: Supervisor of Student Services, Equity Initiatives, & High School 

Required Qualifications: Associate Degree or Prior Experience in the Secretarial Field

General Description: The Administrative Assistant II is responsible for supporting several departments at the District Office Level, particularly Student Services. This individual is responsible for typing, filing, maintaining records, and communicating with District Office staff, and the public in a fast-paced environment while remaining courteous and helpful. 

Front Office Duties 

• Answer and forward incoming calls
• Cover reception window � greet visitors; answer questions; direct to appropriate person
• Serve as backup to take id badge pictures and download into FileMaker
• Distribute UPS/Fed Ex packages, state and postal mail
• Place office supply orders � restock supply closet
• Collect replacement badge fees; prepare deposit of these fees for business office
• Serve as backup to Front Office secretary� schedule district vans; schedule conference rooms; complete work permits for students
• Schedule maintenance/order supplies for copier and postage meter; add funds to meter

• Open & close front office/building daily/monitor doors

   

Student Services and Equity Initiatives Duties

• Assist Safety and Climate Committee
  • Ordering of security items
  • Reconciling budget
  • Revision and support of handbook
• Support McKinney Vento/Visiting Teacher Department
  • Process pre-approvals and purchase requisitions
  • Process PCard Purchases and order items
  • Reconcile budget (Hudson Grant, MV)
• Support Discipline Issues
  • Review and forward attorney general notifications
  • Track school reviews/central reviews
  • Prepare central review letters, referrals to alternative placements
  • Keep log of alternative placements/expulsions/AG cases
  • Prepare reportable incidents to Board
  • Prepare student hearings/waiver of hearing forms
  • Liaison between school and agencies
• Equity Initiatives
  • Prepare pre-approvals, purchase requisitions, order items
  • Schedule rooms for events
  • Data Service input
  • Community Day/other Equity events - prepare purchase requisition, order items, schedule vendors

  • P-card reconciliation

     

Essential Duties and Responsibilities

• Professional Responsibilities
  • Establishes and maintains effective working relationships.
  • Accepts guidance and suggestions willingly.
  • Communicates effectively both orally and in writing.
  • Works independently and exercises initiative.
  • Works collaboratively as a team member with other staff.
  • Participates in professional growth and development activities.
  • Greets families and visitors while demonstrating a professional demeanor.
  • Performs job functions with tact and discretion.
  • Attends regularly and is punctual.
• Secretarial Skills
  • Answers telephone calls in a professional manner.
  • Exercises considerable judgment in transferring telephone calls and scheduling appointments.
  • Coordinates the needs of the school community effectively.
  • Types and responds to emails and phone calls promptly and accurately.
  • Completes assignments in a timely manner.
  • Files materials accurately and in a timely manner.
• Office Management Skills
  • Demonstrates thorough knowledge of office management including office practices, procedures and equipment.
  • Demonstrates considerable knowledge of computer programs, and online information and data management systems.
  • Able to multitask and prioritize demands effectively.
  • Able to identify problems and recommend solutions.
  • Seeks advice and guidance from supervisors when appropriate.
  • Seeks advice and guidance from District Office administrative staff when appropriate.

  • Maintains confidentiality of information in accordance with FERPA regulations.

     

Competencies:  Success in this position requires the following knowledge, skills, and abilities 

1. Knowledge
   • Clerical � Knowledge of administrative and clerical procedures and systems such as word processing, Microsoft Office (Word/Excel), Google Drive/Docs, AESOP, managing files and records, designing forms, and other office procedures and terminology.
   • English Language � Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. (Spanish skills are also helpful)
   • Computers and Electronics � Knowledge of computer software, including applications such as Infinite Campus, AESOP, Data Service Center (DSC) and more.
   • Customer and Personal Service � Knowledge of principles and processes for providing customer and personal services.
   • Administration and Management � Knowledge of coordination of people and resources.
   • Financial � Reconciles department budget and completes department purchasing process
2. Skills
   • Active Listening � Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
   • Speaking � Talking to others to convey information effectively.
   • Reading Comprehension � Understanding written sentences and paragraphs in work related documents.
   • Writing � Communicating effectively in writing as appropriate for the needs of the audience.
   • Service Orientation � Actively looking for ways to help people.
3. Abilities
   • Oral Comprehension � The ability to listen to and understand information and ideas presented through spoken words and sentences.
   • Oral Expression � The ability to communicate information and ideas in speaking so others will understand.

   • Written Comprehension � The ability to read and understand information and ideas presented in writing. 

      

The foregoing statements are intended to describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all duties, responsibilities and competencies that may be required. 

Current employees must submit an internal application through Recruiting & Hiring by September 1, 2026.  When applying online you must:
1. Apply for the desired vacancy.
2. You are encouraged to upload a current letter of interest for the position you are applying.
3. Submit your application.  Your application is not submitted until you click the submit button and get verification.

The Cape Henlopen School District reserves the right to extend or shorten the application and/or interview period and to modify job requirements.

A satisfactory Criminal Background Check, DE Child Protection Registry, and TB test are required for all new employees.  
 
The Cape Henlopen School District is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, gender (including pregnancy, childbirth and related medical conditions), national origin, citizenship or ancestry, age, disability, marital status, veteran status, genetic information, sexual orientation, or gender identity, against victims of domestic violence, sexual offenses, or stalking, or upon any other categories protected by federal, state, or local law. (El Distrito Escolar Cape Henlopen ofrece oportunidades iguales de empleo y sin discriminaci�n de raza, color, credo, religi�n, g�nero (incluyendo embarazo, parto y sus condiciones m�dicas), nacionalidad, ciudadania o ascendencia, edad, discapacidad, estado civil, servicio military(veterano), informaci�n gen�tica, orientaci�n sexual, o identidad de g�nero, en contra de v�ctimas de violencia dom�stica, ofensas sexuales, acecho, o bajo cualquier otra categoria protegida por la ley local, estatal, y federal.) Ned Gladfelter, Employee/Student Compliance Officer: OCR/Title IX/504 Office of Human Resources; Amanda Archambault, Student 504 Compliance Officer, 1270 Kings Highway, Lewes, DE 19958.