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Full-Time Executive Assistant to the Superintendent

Shippensburg Area School District

Shippensburg, PA

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JOB DETAILS
SKILLS
Administrative Procedures, Administrative Skills, Board Meeting, Budgeting, Calendar Management, Communication Skills, Data Collection, Detail Oriented, Executive Assistant Skills , Facebook, File Maintenance, Flyers, High School Diploma, Interpersonal Skills, Mail Processing, Meeting Minutes, Office Equipment, Organizational Skills, Pamphlets, Plan Meetings, Presentation/Verbal Skills, Secondary School, Social Media, Staff Development, Staff Training, Student Conduct, Time Management, Typing, Website Management, Word Processing, Writing Skills
LOCATION
Shippensburg, PA
POSTED
3 days ago
Position Type:
Secretarial/Clerical/Executive Assistant to the Superintendent

Date Posted:
5/13/2026

Location:
Administration Building
QUALIFICATIONS

• High School Diploma or equivalent
• Post high school education in business and/or secretarial training desirable
• General office skills including the use of personal computers, filing, copying and the ability to use or learn to operate various types of office equipment
• Three (3) years' secretarial experience; school district experience preferred.
• Excellent writing, communication, organization and interpersonal skills to deal effectively and confidentially with District staff, Board Members and the public
• The ability to work independently to plan and carry out assignments with minimal supervision within the approved policies and procedures of the District
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable

JOB GOAL

To assist the Superintendent of Schools in the efficient operation of the Superintendent's Office so that the office's maximum positive impact on the community, the staff and the education of children may be realized.

ESSENTIAL FUNCTIONS

• Performs general secretarial duties including word processing and typing, preparation and typing of reports, scheduling meetings and appointments, placing and receiving telephone calls, maintaining files, copying and distribution of information and materials, processing of mail, assisting District staff, Board Members and public, etc.
• Assists with the preparation of the Board Agenda, assembles and distributes Agenda and materials; sets up for Board Meetings; communicates with Board members as directed by the Superintendent.
• Assists with preparation of policy, policy revisions and administrative procedures for Board policy, as well as distribution of updated policies and administrative procedures.
• Maintains accurate and comprehensive records of all board meetings, including minutes, resolutions, actions and decisions made during board meetings.

• Assists in monitoring and tracking action items from the board agendas that may have follow-up tasks and ensuring tasks are completed and communicated to all stakeholders.
• Assists with coordinating the budget accounts of the Office of the Superintendent.
• Participates in ongoing staff development programs.
• Updates District Facebook and other social media outlets.
• Posts Superintendent messages and parent communications to the District website.
• Updates the District website with news and updated information as directed by the Superintendent.
• Oversees the GBLUES Lottery, processes applications, corresponds with parents and maintains grand list of entries and waiting list names.
• Gathers monthly enrollment numbers to be added to Board agenda
• Prepares student discipline documents for expulsion hearings
• Approves requests from outside organizations to send flyers, etc. to parents/staff
• Prepares and gathers information for the yearly "Ship At A Glance" pamphlet
• Assists with employee recognition reception (honoring years of service and retirees)
• Orders gifts for retirees, print certificates for years of service
• Memorandum of Understanding (MOU) with local, university and state police
• Order business cards for staff
• Shippensburg University School Study Council information to administrators/registrations
• Updates District telephone directory
• Coordinates and schedules administrative and board committee meetings, prepares agendas, and serves as recording secretary for twice-monthly board meetings.
• Act as the Notary for the Shippensburg Area School District
• Performs other duties and assumes other responsibilities as may be assigned by the Superintendent of Schools

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

COMPETENCIES

• Organization
• Written/Oral Communication
• Detail Oriented
• Personal Effectiveness/Credibility
• Confidentiality
• Thoroughness
• Time Management

TERMS OF EMPLOYMENT

• 12 Month position - Confidential
• Compensation as per district guidelines

EVALUATION

Performance of this position will be evaluated annually by the Superintendent of Schools in accordance with the Board's policy on evaluations of support personnel.

SUPERVISORY RESPONSIBILITY
  • None

About the Company

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Shippensburg Area School District