Anticipatedvacancy available. Position beginning possibly as early as July 2024.

7.5 hours per day, 261 days per year (12 months)

Full benefits package including: medical, dental, vision, retirement account, life insurance, and paid time off available beginning on first day in position.

POSITION TITLE: ADMINISTRATIVE ASSISTANT – OPERATIONS, TRANSPORTATION, & ACCOUNTS PAYABLE – Class 0

TYPE: ADMINISTRATIVE ASSISTANT

REPORTS TO: SUPERVISOR OF OPERATIONS, ASSISTANT BUSINESS MANAGER

WORK YEAR: 12 Month (July 1 through June 30)

JOB SUMMARY/ACCOUNTABILITY: To perform full administrative functions in support of the District’s operations, transportation, and accounts payable functional in a professional, confidential manner. To assist the Supervisor of Operations in maintaining an office that is responsive in providing the necessary facilities required to maximize the overall educational program.

QUALIFICATIONS: High school diploma or GED; knowledge of essential computer software and office procedures; such as, Microsoft word, Microsoft excel; proven organizational skills; demonstrable communication skills.

PERFORMANCE RESPONSIBILITIES:

• Serve in the capacity of Administrative Assistant to the Supervisor of Operations.
• Collaborate with the Human Resources Department on the recruitment, screening, hiring, payment and termination/retirement of substitute, part-time, and full-time employees.
• Maintain and process all applications and corresponding communications for rental of District facilities.
• Maintain a District-wide calendar of facility usage.
• Prepare and process Operations Department purchase orders.
• Maintain and update records dealing with utilities, fuel, water/sewer, district vehicles, custodial equipment inventory, telephone and Safety Data Sheets (SDS)
• Facilitate acquisition, distribution and documentation of District fuel supplies, snow removal services, uniforms, and other contracted services.
• Maintain system for the posting, tracking, and fulfillment of all maintenance work orders.
• Maintain records for Operations Department.
• Organize and prepare all price/quote requests.
• Prepare and organize all supply orders for custodial and maintenance needs.
• Manage the operations and maintenance of district telephone services, both mobile and landline/VOIP.
• Prepare and process all accounts payable checks and EFT payments for employee reimbursements on a weekly basis. Create monthly accounts payable checklist for School Board agenda.
• Transmit weekly payables file to the bank, upload EFT files for ACH payments.
• File & maintain paid invoices; review all vendor statements and monitor overdue invoices.
• Maintain receivables for Key Account including processing of checks and cash deposits. Prepare and maintain monthly spreadsheet of all cash receipts.
• Process capital project payments.
• Review and record MR-1 forms and attachments before submitting weekly to Cabinet for approval.
• Generate and distribute all information to appropriate agencies relative to transportation of students – public and non-public.
• Field calls from District parents and resolve transportation-related issues within established policies and guidelines.
• Maintain working knowledge of transportation software. Review bus routes and stops on a periodic basis and present information to Supervisor of Operations to recommend potential changes.
• Generate and distribute all materials needed for the bidding process to be implemented.
• Maintain and process all purchase orders and state forms related to the transportation of students.
• Prepare and process data transfers between TSI and school district relative to student transportation.
• Perform other related duties as assigned by the Assistant Business Manager and/or Supervisor of Operations.

ADA Requirements:

Sedentary

• Light work

Medium work

Heavy work

Very heavy work

Sedentary: involves sitting most of the time. The incumbent should be able to exert up to 10 lbs of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.

Light work: If the use of arm and/or leg control requires exertion of forces greater than that for sedentary work and the individual sits most of the time, the job is rated for light work. The incumbent should be able to exert up to 20 lbs of force occasionally, and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move objects.

Medium work: The incumbent should be able to exert up to 50 lbs of force occasionally, and/or up to 20 lbs of force frequently, and/or up to 10 lbs of force constantly to move objects.

Heavy work: The incumbent should be able to exert up to 100 lbs of force occasionally, and/or up to 50 lbs of force frequently, and/or up to 20 lbs of force constantly to move objects.

Very heavy work: The incumbent should be able to exert in excess of 100 lbs of force occasionally, and in excess of 50 lbs of force frequently, and in excess of 20 lbs of force constantly to move objects

The position holder must be able to perform the essential job functions with or without reasonable accommodations. It is the responsibility of the employee to inform the Director of Human Resources of any and all reasonable accommodations that will be required.

THE SOUDERTON AREA SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER