Program Assistant - Pupil Services

DOWNINGTOWN AREA SCHOOL DISTRICT POSITION DESCRIPTION

TITLE: Program Assistant, Pupil Services DATE: May 2025 DEPARTMENT: Non-Union Support LOCATION: Central Office REPORTS TO: Director of Pupil Services FLSA: Non-Exempt

JOB SUMMARY: Coordinates and implements daily and strategic operations in order to assist and support the department with administrative responsibilities.

ESSENTIAL FUNCTIONS: Employee must have the ability to perform the following essential functions on a timely basis with or without reasonable accommodations.

1. Answers incoming telephone calls: screens callers, schedules appointments and meetings for department Administrators using electronic scheduling programs, reschedules or cancels appointments, responds to inquiries, routes calls, records accurate messages, and retrieves and returns electronic voice mail messages promptly.

2. Processes daily mail: receives, opens, date stamps, sorts, distributes. Processes outgoing mail via inter -school & regular mail systems.

3. Utilizes various software products to design and develop correspondence, flyers, spreadsheets, etc., for projects, meetings, workshops. Composes, designs, faxes, proofreads, prints, duplicates, collates, distributes, and files departmental materials : correspondence, memos, reports, bids, and budgets.

4. Responds to, or redirects, all forms of communication.

5. Monitors weekly, maintains and updates monthly department website and DASD Sharepoint portal postings.

6. Prepares and submits requisitions and reconciles expenditures as needed for the department.

7. Sets up and maintains efficient office systems and procedures: maintain filing systems in proper order for efficient retrieva l; maintains confidential files; maintains an organized electronic filing system.

8. Interfaces with all levels of employees and external contacts, greets visitors, provides assistance and information, responds to inquiries and requests, and makes referrals to third parties when appropriate.

9. Maintains and checks tickler file daily for matters requiring attention and prioritizes job assignments ensuring timely follow through.

10. Meets regularly with administrator to review work and appointment schedule: discusses assignments, reviews progress of projects, agrees on goals and timetables, confirms appointment schedule, and notifies receptionist of expected visitors.

11. Anticipates and initiates collection of data, compiles and summarizes information, prepares State & Federal reports, performs budget computations, monitors, reports progress, and finalizes reports relevant to issues of the day, week, month, or time of year. State reporting includes 12/1 and 7/1 special education student count, and others as assigned

12. Tracks budget expenditures and submits monthly reports of expenditures.

13. Schedules, prepares agenda, attends and takes minutes for meetings as required. Reserves room accommodations and makes necessary arrangements for refreshments for various meetings.

14. Arranges reasonable and efficient transportation plans and reserves accommodations for meetings and conferences.

15. Uses initiative and decision-making skills to assist the department.

16. Creates and maintains position procedure outline to describe day to day duties of the position/department as needed.

17. Works in collaboration and coordination with other assistants to ensure accurate communication across departments.

18. Maintains supplies and orders as needed for the department.

19. Maintains supervisors' appointments: schedule multi-partied meetings with personnel, IU, and parents as needed.

20. Assists special education supervisors with transportation coordination for ODP students.

21. Tracks the training requirements for paraprofessionals (20 hours).

22. Maintain student databases for special education, 504s, early intervention, and/or gifted

23. Completes requisitions for supervisors.

24. Communicates with outside agencies as needed for (PCA's, nurses, psychiatric evaluations, OT/PT, speech, etc.), to coordinate services.

25. Completes the pre-registration process for professional development in My Learning Plan.

26. Coordinates paraprofessional credential of competency documentation.

27. Coordinates safety care trainings at the district.

28. Processes medical access data for the district and supports with random moment time sampling system as needed.

29. Reconciles purchase-cards for secondary special education programs.

30. Assists with administrative tasks related to planning for Special Olympics and Extended School Year (ESY) programming.

31. Supports with coverage and planning for school nurse absences and field trip coverages, including but not limited to scheduling call outs as directed by the Supervisor.

This position description does not express or imply that these are the only duties to be performed by the incumbent(s) in this position. Employee(s) will be required to complete other job-related duties requested by the supervisor.

ADDITIONAL FUNCTIONS: In addition to the foregoing essential job functions, the employee is required to perform the following additional duties, unless such a duty cannot be performed with or without reasonable accommodation.

1. Updates skills to remain current in technological advances and district processes.
2. Other duties may be assigned.

QUALIFICATIONS: To successfully perform this position, a person must be able to perform each primary duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skills and/or ability necessary.

1. High school diploma with a minimum three years of experience in a similar position.
2. Knowledge of standard office procedures and practices.
3. Ability to handle multiple tasks simultaneously.
4. Proficient clerical skills, including organizational skills and the ability to meet deadlines.
5. Strong technology skills, including but not limited to all tools in the Microsoft Office Suite.
6. Proficiency in the use of technology for individual and system management, communication, and research.
7. Strong mathematical, verbal, and written communication skills.
8. Ability to make decisions independently, as well as to execute assignments of administrative detail as delegated.
9. Must have a high level of interpersonal skills to handle sensitive and confidential situations and information.
10. Must successfully complete and maintain compliance with all federal and state background and criminal record check requirements.
11. Candidate must adhere to all local, state, federal, and school code requirements for employment.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities t o perform the essential functions.

1. While performing the duties of this job, the employee is required to maintain a stationary position and move about to access file cabinets, office equipment, etc.
2. The employee is frequently required to communicate to provide accurate information to others and to obtain and follow directions.
3. The position requires the employee to constantly operate a computer and other office equipment such as a copy machine, fax and printer.
4. Ability to lift and/or exert up to 20 lbs. of force occasionally to move objects.
5. This job requires the ability to observe, inspect, identify and determine accuracy of written documentation and fine details.
6. The position requires meeting deadlines with severe time constraints, interacting with staff and the public, and occasional irregular or extended work hours.

NOTICES:

1. Performances of this position will be evaluated in accordance with provisions of the Board's policy on the Evaluation of Personnel.
2. The School District retains the right to change this job description at any time for any reason, with or without advance notice.
3. The School District retains the right to assign such additional duties as may be necessary for the efficient or effective operation of the School District.
4. The School District retains the right to change the qualifications for the job.
5. The School District retains the right to waive the necessity for any applicant or employee to have all required qualifications.

A copy of this form may be obtained on the District web site. The Downingtown Area School District is an equal opportunity employment, educational, and service organization.