Administrative Assistant/Board Secretary JobID: 1662

Position Type:

ADMINISTRATIVE ASSISTANT/ ADMINISTRATIVE ASSISTANT

Date Posted:

5/19/2026

Location:

Schnecksville, PA

Position Definition: TheAdministrative Assistant/Board Secretaryshall be responsible for fulfilling the clerical/administrative, project, event, and meeting duties required by the Executive Director and the Board of Directors.

Relationship: TheAdministrative Assistant/Board Secretaryshall be directly responsible to the Executive Director.

Qualifications:

Education/Experience:

High School Diploma or GED equivalent, required.

Minimum of three (3) years' general administrative assistant experience, required.

Minimum of one (1) year's experience as an administrative assistant to Director/Department Head/Administrator, preferred.

Skills/Knowledge:

Demonstrates advanced computer skills, including thorough knowledge of Windows, and the Microsoft Office Suite, Canva/presentation software, AI applications, and proficient use of departmental computer software.

Demonstrates the ability to work in a team environment.

Demonstrates secretarial skills to effectively use office equipment, including, but not limited to, phone system, fax machine, copier, scanner, computer, and calculator.

Demonstrates the ability to maintain complete confidentiality.

Demonstrates excellent interpersonal skills, demonstrated by patience, understanding, and congeniality.

Demonstrates excellent oral and written communication skills.

Demonstrates the ability to organize, plan, and manage job responsibilities to complete assignments with minimal supervision.

Demonstrates the ability to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Proficient data collection and entry skills.

Demonstrates the ability to complete tasks with attention to detail and accuracy.

Attends work regularly at assigned work hours subject to lawful leave rights and responsibilities.

Demonstrates the skills to provide the highest level of customer service, with patience and knowledge of CLIU services/programs.

Physical:

Ability to stand, bend, stoop, sit, lift, reach, and communicate (vision, hearing, and speech) to effectively carry out functions, duties, and responsibilities.

Ability to independently ambulate in and around work areas.

Ability to travel to and from assigned work locations without employer support.

Ability to sit for long periods of time (3 hours).

Ability to exhibit appropriate manual dexterity to effectively carry out functions, duties, and responsibilities.

Authority: TheAdministrative Assistant/Board Secretary will have the authority to perform all functions listed below in accordance with established policies and procedures.

Functions/Duties/Responsibilities: To perform this job successfully, an individual must be able to perform each essential function/duty/responsibility at acceptable standards. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.

Essential:

Prepares all correspondence, agendas, and minutes for various meetings.

Receives and processes Executive Director's mail and telephone calls.

Schedules appointments and maintains schedule for the Executive Director.

Keeps current schedule for Board Room.

Maintains files of pertinent information.

Prepares Board Agenda and Addendum, including electronic posting.

Attends Board meetings serving as Board Secretary.

Attends Executive Sessions, as needed.

Coordinates all operational aspects of board meetings, including, but not limited to, the set up of computers with Board Agenda materials and the ordering, set up, and clean up of food.

Prepares and records the Official Minutes of Board meetings and follows up with correspondence pertaining to action of Board, as needed.

Prepares and disseminates monthly Board Briefs Summaries.

Schedules, organizes, and/or prepares materials for activities, such as meetings, conferences, or presentations.

Under the guidance of the Executive Office, prepares the CLIU's report to the community and monthly reports.

Prepares and organizes all details of the annual Superintendent's conference and Board of Directors' annual dinner.

Prepares, maintains, and disseminates all public relations materials, in accordance with the Executive Office and Board of Director standards.

Assists in preparing collective bargaining agreements, as directed by the Administration.

Oversees the maintenance of Board Policies and the posting of policies to the CLIU Board of Directors and Supervisors portal.

Records/tabulates travel expenses forms for Board members.

Serves as custodian of all official records of the Board of Directors, e.g., minutes, fiscal reports, and IU Board policies.

Prepares various calendars/schedules, i.e., office, board, superintendents, and Eastern regional directors, etc.

Composes professional letters, memorandums, announcements, presentations, and minutes, as directed by Executive Director.

Scans/electronically files documents signed by the Executive Director.

Coordinates and prepares all operational, logistical, and travel arrangements related to the annual SAC Conference, including conference registration, materials preparation, scheduling, on-site support, and travel to conference location, as required.

Attends classroom visits as authorized by the Executive Director.

Coordinates and facilitates meetings and communications for the PAIU Executive Assistants group

Prepares, organizes, and coordinates events and activities for the Executive Director and/or Board of Directors, including scheduling, logistics, materials, catering, and event support.

Secondary:

Completes official reports/forms, as assigned by the Executive Director and/or required by the Pennsylvania Department of Education.

Retains commission as a Notary Public.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other duties as assigned.

Carbon Lehigh Intermediate Unit 21

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