Administrative Assistant for Student Services – Anticipated Position Available In Adams, Pennsylvania

Administrative Assistant for Student Services – Anticipated 4.0 4.0 out of 5 stars 161 North Main Street, Biglerville, PA 17307

JobID:

533

Position Type:

Clerical/Secretarial Date Posted:

6/11/2025

Location:

District Offices Date Available:

When filled

Closing Date:

When position filled Internal Applicants (contracted employees must apply as an external applicant) This position is being reposted and there is no internal deadline. Internal applicants are required to submit an application for the position by clicking on the internal applicant link in the applicant portal. External Applicants (non-employees, all substitutes, and district contracted employees) Are required to submit a full application by clicking on the external applicant link in the applicant portal. Two to five years of secretarial and/or office management is necessary. This position requires a thorough knowledge of modern office practices and secretarial and administrative procedures.

SUMMARY OF PURPOSE

This position is responsible for providing support to the Director of Student Services, in the implementation of all student services programs including Special Education, Intervention Staff, Psychological Services, Occupational and Speech Therapy, Gifted Education, Section 504 Services, and English as a Second Language (ESL).

ESSENTIAL FUNCTIONS A.

Special Education, Gifted Education, and ESL Services 1. Record permissions to evaluate/reevaluate forms as received, including: a. Contact the LIU for autism, physical therapy, vision and hearing evaluations. b. Pull and forward files to the School Psychologist for evaluation in a shared drive. c. Add new cases to timeline in online format – psychology, speech and occupational therapy. 2. Maintain 60-day timeline, and follow up on cases outstanding past deadlines for psychology, speech and occupational therapy. 3. Maintain office files with updated records, including students within the school district, out of district students and students tested but not placed for psychological, speech and occupational therapy. 4. When permissions are returned from school psychologist: Upload into evaluation drive Send relevant forms to teachers and school nurse Compile parent information and write/type information new ER or RR Create an invite for MDT meeting Input assessment data (parent and teacher) into excel form 5. Check incoming paperwork for completeness, accurate dates and signatures. 6. Contact all Educators regarding missing documents or incomplete documents. 7. Special programs and IEP writer. 8. Update current rosters. 9. Maintain student files, as appropriate and update special education databases. 10. In conjunction with Transportation Coordinator, scheduling of transportation for UASD Special Education students or out of district placements. 11. Maintain files post-graduation, and leaving district as directed in the district’s retention policy. 12. Maintain District website regarding special education, gifted education and ESL documents. 13. Generate purchase orders/maintain budget/purchases for department/reconcile procurement cards via district database. 14. Complete record requests for OVR/SSI and invoice appropriately. 15. Schedule meetings, prepare agendas, take minutes, and maintain all materials for District Student Services. 16. Contact Intermediate Unit regarding students to be placed in out of District classes, and current out of District students for Special Education students. 17. Contact with MHIDD, MH/MR, Children and Youth and other agencies for updates on LIU placed UASD students. 18. Forward Penn Data information to the LIU via web system. 19. Complete the LIU tracking form and send records. 20. Review child count lists from LIU for accuracy and make necessary corrections. 21. Maintain contact with LIU staff regarding current attendance on UASD students. 22. Maintain LIU “students expected to graduate” demographic information annually. B. ESL Education 1. Coordinate WIDA standardized assessment, pre-ordering, student test labels, ordering, database, disseminate, collect and send back to WIDA. 2. Contact and schedule interpreters for meetings, phone calls, and written translations. 3. Maintain Federal Programs file for Title III. 4. Compilation of LIEP data for upload to PDE. C. Other Duties 1. Assist with Special Education audit and Title III audit. 2. Assist with State and Federal reports, as requested and prepare them for submission to the appropriate agency by the due date along with Special Education reporting in December and June. 3. Maintain Section 504 files. 4. Registration for conferences and training for Director of Student Services and staff as needed. 5.

Schedule/notify para-educators re:

20 hour training, track 20 hour training for the district’s special education instructional assistants, collect for submission to the business office. 6. Call and schedule candidates for positions, create interview packets. 7. Create Newsletters/Parent Outreach including Student Services snapshot 4 times per year, Connections (ESL) 2 times per year, and Transition news as needed. 8.

Manage DocuSign:

Track/send IEP documents. 9. Maintain Paperwork for homebound students. 10. All other duties as assigned.

SCOPE AND IMPACT

This position accomplishes most of the tasks through standard procedure, exercising independent judgment when necessary. Internal/External contacts include District Office staff, Special Educators, ESL Teachers, Gifted Teachers, Principals, LIU staff, and Parents.

MINIMUM REQUIREMENTS

Requires experience in modern office practices and secretarial and/or administrative procedures. A High School diploma or the equivalent is necessary as well as five to seven years of administrative office experience.

SPECIAL SKILLS

Typing, computer skills, good phone manners, and the ability to work well with people are required. Working knowledge of Blackboard and Smore for parent outreach newsletters. Must possess good interpersonal skills using tact and diplomacy. Requires strong organizational skills with the ability to multitask when necessary. Confidentiality is essential.

PHYSICAL/MENTAL/ENVIRONMENTAL

Physical Demands:

Constantly sitting with occasional standing or walking. Normally does not work at heights above ten feet. Normally does not lift any object weighing more than fifty pounds

Sensory Abilities:

Visual acuity Auditory acuity

Work Environment:

Typical administrative office and school environment.

Temperament:

Must possess excellent interpersonal skills. Must be able to work in an environment with frequent interruptions. Able to make judgements and work under high levels of stress.

Cognitive Ability:

To follow oral and written directions. To complete assigned tasks with or without supervision. To use correct grammar, sentence structure and spelling. To compose clear, concise sentences and paragraphs. To organize office setting to efficiently accomplish tasks. To multitask. To exercise good judgment in prioritizing tasks. To communicate effectively at all organizational levels.

Specific Skills:

Ability to operate office equipment. Ability to use computer technology Ability to appropriately handle confidential information in accordance with District policies.

SUPERVISION RECEIVED AND EXERCISED

This position is directly responsible to the Director of Student Services. No supervisory responsibility is involved. Performance will be evaluated annually by the Director of Student Services in accordance with the provisions of the Classified Handbook and District Policy. __________________________________________________________________________ __ The above description covers the most significant essential and marginal functions but does not exclude other occasional responsibilities and accountabilities the inclusion of which would be in conformity with the major purpose of this job. The employee must be able to perform the essential functions of the position satisfactorily, and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position. The Upper Adams School District is an Equal Opportunity Employer, Educational Service organization.

Board Approved:

11/16/2021