Administrative Assistant

Location: Lancaster County Academy, East and West Campuses
Reports to: Director
Job Type: Full-time, hourly
Schedule: Approximately 50 hours per week, based on school and operational needs
Compensation: $17.00–$20.00 per hour
Work Setting: In person

About Lancaster County Academy

Lancaster County Academy is an alternative high school serving students from school districts throughout Lancaster County. LCA provides a small, supportive, student-centered learning environment focused on academic progress, career readiness, and helping students achieve “Success Beyond the Struggles.”

Position Summary

The Administrative Assistant provides front-office, student-records, communications, and operational support to ensure the smooth daily functioning of Lancaster County Academy.

This position works closely with the Director, teachers, students, families, sending school districts, and community partners. The successful candidate will be highly organized, professional, dependable, detail-oriented, and comfortable managing multiple responsibilities in a fast-paced school environment.

The Administrative Assistant must maintain confidentiality, follow established approval processes and the chain of communication, and demonstrate a strong commitment to supporting students who may have experienced challenges in traditional educational settings.

Essential Responsibilities

Student Records and Enrollment

• Create and maintain accurate electronic and paper student files.
• Process applications, records requests, enrollment documents, attendance records, transcripts, course-completion records, and withdrawal paperwork.
• Create and organize digital student folders in Google Drive.
• Maintain accurate student rosters and document enrollment or status changes.
• Assist with new-student orientations, intake procedures, and intake testing.
• Update and file student academic plans accurately and by established deadlines.
• Gather and prepare student information for sending districts and required state reporting.
• Maintain source documentation for reports and student records.

Front Office and Communication

• Provide professional reception and telephone support.
• Greet students, families, visitors, district representatives, and community partners.
• Monitor incoming calls and emails and direct questions to the appropriate staff member.
• Draft, proofread, and send professional letters, emails, announcements, and communications.
• Assist with communication to families regarding attendance, events, enrollment, student records, and program updates.
• Prepare student employment or enrollment verification letters when requested.
• Protect confidential student, family, employee, and school information.
• Refer questions involving discipline, policy, personnel, budgets, scheduling, or administrative approval to the Director.

Director and School Operations Support

• Provide direct administrative support to the Director.
• Maintain school calendars, forms, logs, trackers, and shared documents.
• Help coordinate school meetings, events, orientations, graduation, and other school functions.
• Draft meeting agendas and record minutes for Joint Operating Committee meetings.
• Assist with preparing and posting meeting documents according to required timelines.
• Monitor deadlines and follow up with staff to ensure assigned documents and tasks are completed.
• Maintain organized administrative files and help document school procedures.
• Support daily operations at both LCA campuses as assigned.
• Complete other duties needed to support LCA students, staff, and school operations.

Teacher and Classroom Support

• Prepare, organize, print, and copy instructional and administrative materials.
• Assist teachers with document preparation, student folders, packets, and classroom organization.
• Help organize course materials, testing materials, and school forms.
• Provide routine student monitoring or operational support when directed.
• Refer instructional decisions to the appropriate content-area teacher.

Supplies, Purchasing, and Facilities Support

• Maintain accurate supply and equipment inventories.
• Monitor school, office, snack, and instructional supply needs.
• Prepare purchase requests and purchase orders for approval.
• Track orders, deliveries, invoices, and receipts.
• Communicate with vendors when directed.
• Report technology, maintenance, custodial, or facility concerns.
• Follow LCA purchasing procedures and obtain approval before making commitments or purchases.

Financial and Audit Support

Under the direction of the Director and Business Manager of Record, the Administrative Assistant may:

• Organize invoices, receipts, purchase records, and financial documents.
• Assist with accounts payable and accounts receivable documentation.
• Support timesheet reconciliation and payroll-related record organization.
• Prepare deposits or accounting entries when assigned and authorized.
• Maintain supporting documentation for financial transactions.
• Organize documents for audits and Business Manager requests.
• Follow all financial approval, purchasing, and record-retention procedures.

This position does not independently approve purchases, payroll, contracts, or financial decisions.

Google Workspace and Data Management

• Maintain organized Google Drive folders, shared files, permissions, and naming conventions.
• Create and update Google Forms, Sheets, Docs, and tracking systems.
• Maintain version control and ensure staff are using current documents.
• Review documents for completeness, accuracy, spelling, and grammar.
• Protect confidential electronic records and limit access to authorized individuals.

Website, Social Media, and Program Communication

• Assist with maintaining LCA’s website, social media pages, job postings, and digital announcements.
• Create approximately one to two school-related social media posts per week as directed.
• Develop simple graphics, flyers, newsletters, announcements, and branded materials.
• Capture appropriate photographs or videos of approved school events and activities.
• Assist with posting school news, calendar items, student accomplishments, and program updates.
• Follow student privacy, media permission, and confidentiality requirements.

Grant Support

• Research grant opportunities related to LCA’s mission and programs.
• Help draft, proofread, organize, and submit grant applications and reports.
• Gather records, data, photographs, invoices, and other supporting documents.
• Track grant deadlines and post-award reporting requirements.
• Maintain organized grant files and documentation.

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, office-support, or customer-service experience.
• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and meet deadlines.
• Ability to work independently while following the Director’s direction and established procedures.
• Proficiency with Google Workspace and Microsoft Office.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Professional, dependable, calm, and solutions-oriented approach.
• Ability to communicate respectfully with students, families, staff, districts, and community partners.
• Willingness to work with students who have diverse educational, behavioral, and personal needs.
• Ability to work at and travel between LCA’s East and West campuses as needed.

Preferred Qualifications

• Administrative experience in a school, nonprofit, social-service, or community-based organization.
• Experience maintaining student or confidential records.
• Familiarity with enrollment, attendance, transcripts, or school reporting.
• Experience with bookkeeping, purchasing, invoices, or audit preparation.
• Experience with Canva, social media, website updates, photography, or video editing.
• Grant research or grant-writing experience.
• Familiarity with Google Forms, Sheets, shared drives, and digital tracking systems.
• Experience working with at-risk youth or alternative education programs.

Clearances and Requirements

The selected candidate must obtain and maintain all clearances and training required for employment in a Pennsylvania school setting, including applicable:

• Pennsylvania Child Abuse History Clearance
• Pennsylvania State Police Criminal History Clearance
• FBI fingerprint-based background check
• Mandated reporter training
• Employment history review documentation

Continued employment is contingent upon maintaining all required clearances and complying with LCA policies and procedures.

Application Process

Please submit a current resume and brief cover letter describing your administrative experience, organizational strengths, and interest in supporting Lancaster County Academy students.

Lancaster County Academy is committed to maintaining an inclusive and respectful educational and employment environment.