What are the responsibilities and job description for the Software Solutions Administrative Assistant position at Central Susquehanna Intermediate Unit (CSIU)?
JOB ASSIGNMENT: This full-time position follows a regular Monday through Friday (37.5 hours per week) work schedule with the opportunity to telework from home and/or approved off-site locations. In addition, face-to-face interaction with clients, meetings and trainings at the CSIU Main office, located in Milton, PA, may be required. Certain requirements, based upon CSIU telework policy and administrative regulations, must be met. The CSIU has the right to cancel or suspend the employee teleworking privileges at any time, for any or no reason due to the requirement of the CSIU and client needs.
ORGANIZATIONAL RELATIONSHIP: The Software Solutions Administrative Assistant reports to the Client Solutions Manager and, in their absence, to the Director of Computer Services. The position works collaboratively with Software Solutions staff, CSIU ambassadors, clients, vendors, and external partners to support departmental operations and deliver high-quality customer service.
JOB DEFINITION: The Software Solutions Administrative Assistant provides comprehensive administrative support to the Software Solutions department. Responsibilities include maintaining the Software Solutions client database; serving as the primary administrative contact for clients and coordinating onboarding activities; providing organizational, clerical, and customer service support to department staff; coordinating training sessions and webinars, including registration and participant communications; assisting as back-up with billing and invoicing processes; and supporting departmental projects and daily operations. The position serves as a key point of contact for clients and staff, ensuring efficient communication, accurate recordkeeping, and responsive administrative support.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Maintains the Software Solutions client database, ensuring client information, contacts, contracts, and related records are accurate, complete, and current.
- Serves as the primary administrative point of contact for new Computer Services clients by acting as a liaison between clients and Software Solutions staff to ensure timely communication and successful service delivery.
- Coordinates Software Solutions training sessions, webinars, and other professional learning opportunities by scheduling events, managing registrations, maintaining training records, and communicating event details to participants.
- Collaborates with Software Solutions staff to develop and publish training schedules and promotional materials through department communication channels and the CSIU website, as appropriate.
- Responds to client inquiries regarding Software Solutions services, training opportunities, scheduling, and general department information, resolving issues or referring inquiries to appropriate staff members.
- Coordinates logistical support for virtual and in-person trainings, including registration management, meeting setup, distribution of training materials, participant communications, and other event-related administrative functions.
- Assists with preparation of billing documentation for Software Solutions services and training activities, including processing supporting documentation, preparing reports, and providing backup support for invoicing functions.
- Provides backup support to the Computer Services Billing Specialist by assisting with monthly, quarterly, and annual invoicing activities, as assigned.
- Assists department leadership with preparation of client proposals, agreements, reports, presentations, and other business documents.
- Coordinates webinar administration, including scheduling, meeting moderation, participant support, troubleshooting basic technical issues, and maintaining webinar records.
- Maintains departmental calendars, schedules meeting spaces when needed, and coordinates administrative logistics for Software Solutions meetings, trainings, and events.
- Provides telephone, email, and administrative support for the Software Solutions department, directing client requests to appropriate staff and assisting with general departmental operations.
- Performs general administrative support functions, including preparing correspondence, maintaining files and records, processing forms, coordinating communications, and supporting departmental projects and initiatives.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES: Performs other duties as assigned by the Client Solutions Manager or their designee.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
- Minimum requirement is an Associate’s degree in business administration or related field, and a minimum of one (1) year of experience working as an administrative assistant or clerical support role in a school, technology, business, or related environment is required. Will consider a high school diploma or equivalent, General Education Diploma (GED and a minimum of six (6) years’ work experience as an administrative assistant or clerical support role in a school, technology, business, or related environment.
- Experience in customer service, technology, or an educational environment preferred.
- Experience coordinating training events, scheduling, or registration processes preferred.
- Proficiency with Microsoft Office applications, database systems, word processing, spreadsheets, or other business software preferred.
- Experience using virtual meeting platforms such as Microsoft Teams, Zoom, or similar applications preferred.
- Proficiency in utilizing vetted artificial intelligence (AI) is preferred. The ability to enhance AI skills will be required.
- Excellent organizational, time management, and multitasking skills with the ability to prioritize work and meet deadlines.
- Strong verbal and written communication skills, including writing, proofreading, and client correspondence.
- Demonstrates customer service skills and the ability to establish and maintain positive working relationships with staff, clients, and external partners.
- Ability to perform basic mathematical calculations and maintain accurate records.
- Ability to type accurately, maintain attention to detail, and produce high-quality work in a fast-paced environment.
PROFESSIONAL DEVELOPMENT REQUIREMENTS:
- Actively participates in staff development opportunities to maintain knowledge of CSIU program areas and computer skills.
- Attend relevant conferences, trainings, and in-services to maintain and enhance professional development as recommended by the immediate supervisor or required by the position.
ADDITIONAL ELIGIBILITY QUALIFICATIONS:
- Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry), and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
- Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours of training every five (5) years.
PHYSICAL REQUIREMENTS:
- Sedentary – able to sit for extended periods of time, but may involve walking and standing (periodically, as required), is able to lift and carry up to twenty-five (25) pounds.
- Dexterity – finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.)
- Auditory and Visual requirements: Within normal range with or without correction.
- Mental Demands: Steady response to unpredictable situations and ability to remain calm in meetings and various work settings. Demonstrates independent judgment, discretion, and is able to manage multiple projects and deadlines.
- Is able to move throughout buildings, floors, and grounds.
- Worksite Environment: Primarily indoors, office setting with occasional exposure to outdoor elements/climate during the day.
- Ability to travel to various work site locations and meetings as needed.
- The ability to work in a constant state of alertness and a safe manner.
- Ability to communicate with clients by telephone unassisted; ability to operate and sit at a PC for long periods of time.
TIME AND SITE REQUIREMENTS:
- This is a full-time, non-exempt position following a 260-day work schedule consisting of 7.5 hours a day, 37.5 hour per week. Additional working hours must be pre-approved by the immediate supervisor.
- Attendance at work is a requirement of this position; all absences must be approved by the immediate supervisor.
CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:
- All property, including intellectual property, materials, equipment, or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
- The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and co-workers, programs and services, and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
- The person employed in this position must adhere to all requirements identified in the Code of Professionalism entitled “Ambassadors Are Professionals, Too” and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.
The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the Director of Human Resources of the need for any accommodations that may be required.