Administrative Assistant JobID: 1670
Position Type:
ADMINISTRATIVE ASSISTANT/ ADMINISTRATIVE ASSISTANT
Date Posted:
6/15/2026
Location:
Schnecksville, PA
Position Definition: TheAdministrative Assistant to the Director of Business Servicesprovides administrative and secretarial support to the Director of Business Services.
Relationship: TheAdministrative Assistant to the Director of Business Services shall be directly responsible to the Director of Business Services.
Qualifications:
Education/Experience:
High school diploma or GED.
Minimum five (5) years' experience as an Administrative Assistant.
Minimum one (1) year experience as an Administrative Assistant to a Director/Department Head/Administrator, preferred.
Skills/Knowledge:
Demonstrates advanced computer skills, including a thorough knowledge of Windows and the Microsoft Office Suite and proficient use of departmental computer software.
Demonstrates 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 ability to prioritize assigned tasks.
Demonstrates ability to multitask within deadlines.
Demonstrates excellent interpersonal skills, demonstrated by patience, understanding, and congeniality.
Exhibits excellent oral and written communication skills.
Demonstrates ability to organize, plan, and manage job responsibilities in order to complete assignments with minimum supervision.
Demonstrates the ability to complete tasks with attention to detail and accuracy.
Demonstrates the skills to provide the highest level of customer service, with patience and knowledge of the department's services.
Physical:
Ability to stand, bend, stoop, sit, lift, reach, communicate (vision, hearing, and speech), and carry or convey sufficient weight to safely and effectively carry out functions, duties, and responsibilities.
Ability to independently ambulate in and around CLIU #21 locations and office 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: The Administrative Assistant to the Director of Business Serviceswill 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:
Provides administrative and secretarial support to the Director of Business Services for the completion of functions of the Business Office Department.
Coordinates all scheduled meetings for the Director of Business Services, including many with numerous participants.
Assists in the scheduling of and preparation for monthly District Business Managers meetings, as well as for other councils and committees as assigned by the Director of Business Services.
Creates, processes, and files correspondence, purchase orders, memos, reports, and invoices in a timely manner, in accordance with Business Office Department procedures.
Records all incoming checks and cash in a password-protected Excel file for internal control prior to transferring custody to Accounts Receivable Staff Accountant.
Coordinates all requests for Certificates of Insurance from CLIU #21 insurance broker for proof of coverage (i.e. Property, General Liability, Automobile, Workers Compensation), as requested.
Prepares PA Sales Tax Exemption certificates and W-9 forms, as requested for departmental purchases, as approved by the Director of Business Services.
Distributes all school district invoices and relevant backup documentation via electronic mail to applicable district contacts.
Distributes and collects all required documentation for school district pass-through funding, including, but not limited to, IDEA subgrants.
Reviews the departmental web page for the Business Office, recommends updates and forwards to the CLIU 21 Webmaster upon approval.
Maintains Petty Cash for the CLIU #21 main office.
Coordinates requests for expenditures from the Carbon Lehigh Special Needs Children's Foundation and prepares all Foundation financial reports.
Coordinates the Small Games of Chance license renewal for the Carbon Lehigh Special Needs Children's Foundation.
Coordinates requests for expenditures from the CLIU #21 Employee Welfare Fund and prepares all financial reports.
Serves as a main point of contact for staff questions in using the CLIU #21 Financial and Purchasing platforms.
Monitors and distributes CLIU #21 credit card statements/transactions to all cardholders. Collects all supporting purchase orders and compiles packet for monthly payment by the Accounts Receivable Staff Accountant.
Monitors the CLIU #21 Amazon account and assists in coding invoices for payment.
Maintains the equipment inventory for all equipment assigned to Business Office staff.
Coordinates activities and compiles spreadsheets for the LCSJPB Art & Science supply bids, including advertising notices.
Creates general correspondence, memos, charts, and letters as requested by the Director of Business Services, checking for spelling, grammar, layout and making appropriate changes.
Answers phones, takes messages, and assists callers with requested information for the Director of Business Services and Business Office.
Opens, date-stamps, and distributes incoming mail for the Business Office.
Schedules interviews, checks references, and prepares new hire forms for Board approval.
Receives confidential and non-routine information in accordance with office protocol, maintaining confidentiality and professionalism.
Completes all duties, functions, and responsibilities in accordance with Business Office guidelines and procedures.
Secondary:
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.
