Front Desk / Student Support Assistant

Summary: The Front Desk / Student Support Administrative Assistant serves as the primary receptionist and administrative support professional for the program while also providing student support services under the direction of administration and instructional staff. Responsibilities include front office operations, student attendance and records management, school communications, student supervision, and classroom support. The position also provides behavioral support, crisis response, and classroom coverage as needed. The employee works collaboratively with students, families, staff, school districts, and community partners to maintain a safe, organized, and supportive learning environment.

Essential Duties and Responsibilities: Other duties may be assigned. 

• Serve as the primary point of contact for students, families, visitors, school district personnel, and community partners.
• Answer and direct telephone calls, respond to routine inquiries, take messages, and provide general customer service.
• Manage visitor and student sign-in/sign-out procedures while maintaining building security protocols.
• Support student arrival, dismissal, transportation changes, and other daily operational procedures.
• Prepare, organize, distribute, copy, scan, file, and maintain school communications, forms, schedules, reports, records, and informational materials.
• Maintain student records and attendance information, including transportation changes, appointments, enrollment, withdrawals, transfers, demographic data, emergency contacts, parent communications, and required notifications to sending school districts.
• Receive, sort, distribute, and process incoming and outgoing mail, packages, and deliveries.
• Maintain bulletin boards, digital displays, and school-wide informational postings.
• Maintain office operations by monitoring supplies, coordinating purchasing needs, and supporting the operation and maintenance of office equipment and technology.
• Report maintenance, facility, and safety concerns promptly to administration and appropriate contacts.
• Coordinate student meal services, including collecting meal orders, preparing meal counts, distributing meals, and maintaining a clean and sanitary kitchen area.
• Pick up student meals and related supplies on a daily basis from designated meal service locations and transport them safely to the program site.
• Load, unload, and move meal containers, supplies, and equipment as needed to support meal service operations.
• Provide individual and small-group student support under the direction of instructional staff, including assisting with classroom activities, reinforcing positive behavior supports, implementing student support plans, and supervising students during instructional and non-instructional activities. Provide behavioral support, crisis response, de-escalation assistance, and implementation of approved safety procedures as needed.
• Support implementation of Behavior Intervention Plans (BIPs), Individualized Education Programs (IEPs), safety plans, and other student support plans as directed.
• Provide classroom coverage and student supervision as needed, including covering classrooms during staff absences, meetings, emergencies, or when substitute coverage is unavailable, consistent with certification requirements and program needs.
• Foster positive relationships with students and contribute to a school environment where students feel safe, valued, respected, and supported.
• Maintain confidentiality regarding student information, records, behaviors, family communications, and school-related matters.
• Participate in staff meetings, trainings, professional development activities, and required certification programs.
• Successfully complete and maintain annual QBS restraint/safety training and apply crisis prevention, behavior management, de-escalation, and safety management techniques when appropriate.
• Demonstrate professionalism, flexibility, initiative, strong communication skills, and the ability to remain calm during stressful situations.
• Establish and maintain positive working relationships with students, families, staff, school districts, and community partners.
• Perform other duties as assigned by administration.

Qualifications and Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Strong working knowledge of Google Workspace, Microsoft Office (Outlook, Word, Excel, PowerPoint), student information systems, and standard office technology.
• Excellent organizational, time management, and multitasking skills with the ability to prioritize competing responsibilities.
• Strong interpersonal, verbal, and written communication skills.
• Demonstrated customer service skills and the ability to interact professionally and courteously with students, families, staff, visitors, and community members.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work independently and collaboratively in a fast-paced school environment.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
• Ability to remain calm, flexible, and solution-focused in stressful or crisis situations.
• Ability to support students with varying academic, behavioral, and social-emotional needs.
• Ability to respond effectively to behavioral crises and implement approved de-escalation and safety management procedures.
• Commitment to creating a safe, positive, and supportive school environment.
• Valid driver's license required.
• Reliable transportation required to perform daily meal pickup and other program-related errands or responsibilities as assigned.
• Ability to safely operate a motor vehicle and maintain an acceptable driving record.

Education and/or Experience:

• High school diploma or GED required.
• Must meet Pennsylvania paraprofessional qualifications through one of the following:
• Completion of at least two years of post-secondary study (48 credits); or
• Associate degree or higher; or
• Successful completion of an approved paraprofessional assessment.
• Previous experience in school office operations, administrative support, education, student services, customer service, or a related field preferred.
• Experience working with students who have academic, behavioral, social-emotional, or special education needs preferred.
• Ability to obtain and maintain QBS certification and any other required training.
• Must possess or be eligible to obtain Pennsylvania Guest Teacher certification and maintain all qualifications necessary to provide classroom coverage when required.

Other Skills and Abilities: 

Ability to operate standard office equipment and technology platforms. Ability to communicate effectively and maintain positive working relationships with students, families, staff, school districts, and community partners. Ability to work independently and collaboratively, maintain confidentiality, and perform duties in accordance with Intermediate Unit policies and applicable state and federal regulations.

Language Skills: 

Ability to read and interpret manuals, correspondence, procedures, and reports. Ability to write routine reports and professional correspondence. Ability to communicate effectively with students, staff, parents, and community members in one-on-one and group settings.

Reasoning Ability: 

Ability to apply common-sense understanding to carry out written and oral instructions. Ability to solve practical problems, prioritize tasks, and address situations involving multiple variables in a school environment.

Mathematical Skills: 

Ability to add, subtract, multiply, and divide using whole numbers, fractions, and decimals. Ability to calculate percentages, maintain counts and records, and interpret basic charts and reports.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand, walk, reach, bend, stoop, speak, and hear. The employee must be able to regularly lift, carry, push, pull, and/or move items weighing up to 50 pounds, including meal containers, food supplies, office materials, and equipment. Duties include movement throughout the building, student supervision, classroom coverage, crisis response activities, behavioral support activities, daily meal pickup and transportation, loading and unloading meals and supplies, meal distribution, and participation in approved safety management procedures when appropriately trained.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment consists of both office and educational settings. The employee regularly interacts with students, families, staff, visitors, and community partners while managing multiple priorities throughout the school day. The noise level in the work environment may range from moderate to loud. Professionalism, flexibility, confidentiality, and behavioral self-control must be maintained at all times.