Frontline Applicant Tracking - Commonwealth Charter Academy

Openings as of 4/25/2025
Support Staff

Administrative Assistant/ Receptionist

JobID: 5377

Position Type:
  Support Staff/Administrative Assistant/ Receptionist


Date Posted:
  4/21/2025


Location:
  Shippensburg, Pennsylvania


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Position Description
Receptionist / Administrative Assistant - Shippensburg, PA
  
Position Summary:
 
Working full-time from and reporting daily to our Family Service Center located in Shippensburg, Pennsylvania, the Receptionist/Administrative Assistant is responsible for all front desk and related administrative tasks of the center such as serving as the first point of contact for center visitors, serving as the administrative resource for the staff within the assigned center, answering incoming phone calls, responding to general voicemails and emails, and working closely with the Site Lead on special projects and facilitating any center specific needs.  
In order to be successful in any role at CCA, employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards and behaves in a professional and engaged manner at all times. 

The Administrative Assistant will be responsible for the successful completion of the following tasks:
• Serve as an excellent first impression and greet all staff, students, families, prospective families, vendors and visitors of their assigned Family Service Center by demonstrating the highest level of customer service and responsiveness at all times. 
• Handle all incoming calls (triage inquiries, transfer/introduce calls, and take and disseminate messages). 
• Maintain shared spaces (i.e. general daily appearance and flow, attend to visitor’s area, etc.).
• Schedule and coordinate:  appointments, room usage, CCA vehicle usage (state testing, marketing events, etc.)
• Manage and maintain fleet vehicles to include reviewing travel request forms and scheduling vehicles, maintaining gas receipts for vehicle expense reports, tracking keys/credit cards/gas receipts, inspecting vehicles for cleanliness, and scheduling vehicle maintenance services and transporting to service provider as needed.
• Provide support to Marketing team and staff in ensuring that all resources are available and ready for upcoming events to include: replenishing collateral material, charging and tracking of all technology including iPads, ordering supplies or food as requested, attending if needed, and coordinating all other miscellaneous items for the overall success of the marketing event. 
• Receive, distribute, and prepare mail/UPS/FED-EX.  Operate and maintains the postage machine including maintenance.    
• Order office supplies and maintain supply storage areas as needed and/or requested.  Ensure that orders are tracked, approved, and in accordance with CCA policies. 
• Greet and register students at school events held at assigned Family Service Center.
• Receptionist/Administrative Assistant may be tasked with supporting a specific area/department of the overall school.  Tasks assigned could include the following: 
  • Supporting various departments throughout CCA on specific tasks or special projects that could include HR, IT, Outreach, Business Office, School specific projects, Enrollment, Truancy, and other areas in which additional support is needed.  Such assigned tasks would then be facilitated by that Department Manager in conjunction with the Manager of all FSC Receptionists/Administrative Assistants to ensure appropriate workload, effectiveness, responsiveness, and accountability. 
  • Providing administrative support for both center and school-wide events such as Family Fun Fests, Graduation, Back-to-School, and the welcoming of new staff to the assigned Family Service Center.
  • Working with both Site Lead and Facilities to serve as a liaison for communicating with vendors on facility-centric needs and the coordination of services.
  • Working independently or closely with other CCAST positions to have events specific to assigned Center to include theme parties, food trucks, or other employee engagement activities.
• Support facilities with on site tasks such as: creating swipe badges, assist with monthly fire drills, point of contact for custodial services.
• Serve as point of contact in the absence of the Site Lead
• Additional duties as assigned.  
 
Competencies:
• Excellent verbal and written communication skills
• Ability to work effectively both with and without supervision and within a team-oriented and collaborative environment
• Highly detail-oriented and thorough, strong organizational skills, and demonstrated strong time management skills
• Demonstrated proficiency in various technology programs including Microsoft OS and MS Office
• Exceptional customer service skills
• Demonstrated ability to work well in fast paced and deadline-oriented environment
• Ability to work remotely, if necessary and/or as needed
• Ability to work some occasional evening hours, as needed to support families
 
 
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and other technology.
 
Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary.  Ability to travel to other sites/locations as needed.
 
Position Type
• Full-time
• Non-Exempt
• Hourly
 
Travel
• Travel may be required for this position. 
 
Required Education and Experience
• High School Diploma
• 1 year of relevant work experience
 
Preferred Education and Experience
• Associates Degree
• 5 years of relevant work experience
 
Additional Eligibility Qualifications
• Valid PA Driver’s License
• Appropriate Automobile Insurance Coverage
 
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 
Commonwealth Charter Academy is an equal opportunity employment, educational and service organization.




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Openings as of 4/25/2025
Support Staff

Administrative Assistant- Special Education

JobID: 5312

Position Type:
  Support Staff/Administrative Asst/Special Education


Date Posted:
  2/6/2025


Location:
  Pennsylvania - Any CCA Family Service Center


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Special Education Administrative Assistant

Position Summary:
Working from one of our Family Service Centers located in Pennsylvania, the Special Education Administrative Assistant is responsible for completing tasks to fulfill the special education process timelines under Federal and State (IDEA and Chapter 711) Regulations. This includes daily compliance tasks in support of students receiving special education services from the special education department such as responding to state special education process timelines to include: scheduling IEP meetings, coordinating Psychoeducational evaluations, (IEP, evaluations, and Related Services), coordinating Related Services and evaluations, collaborating with special education staff regarding the special education process for students,  answering phones and email, filing special education documents, auditing files, and ensuring students’ special education documents are obtained from the prior Learning Education Agency and other duties as assigned by special education administration.
 
In order to be successful in any role at CCA, employee must carry out all responsibilities in such a way that demonstrates and models the values of CCA, abides by all standards and behaves in a professional and engaged manner at all times. 
 
The Special Education Administrative Assistant will be responsible for the following tasks:
• Entering special education process timeline data into the online student information system
• Producing reports from edio (our Learning Management System) and special education software to support compliance maintenance
• Creating and maintaining Excel spreadsheets to monitor compliance of special education documents
• Working closely with Special Education teachers, Special Education Administration and other Special Education Administrative Assistants to complete assigned projects
• Scheduling special education evaluation and IEP meetings with Caretakers/Learning Coaches, staff and Related Services’ providers
• Providing invitations to IEP Meetings through Outlook and edio and/or carrier or postal services
• Processing newly enrolled students’ documents; Answering the phones to address CCA families and potential families’ needs
• Maintaining and auditing electronic files for special education documents
• Coordinating and managing Related Service referrals and services
• Reading, forwarding and replying to incoming mail, e-mail, and web mails from CCA families, staff, school psychologists and related services’ providers
• Additional duties as assigned by special education administration
 
Competencies
• Excellent verbal and written communication skills
• Ability to work collaboratively with students, parents, educators, administrators, employers, and agency representatives
• Strong project management skills and attention to details
• Possess outstanding organizational and communication skills
• Positive attitude
• Ability to listen, communicate, and work well with a diversity of groups and individuals
• Ability to work effectively both with and without supervision
• Highly detail-oriented and analytical
• Strong technology skills (especially with Microsoft OS and MS Office programs)
• Thoroughness
• Customer focused approach with a high degree of flexibility
• Demonstrated ability to work well in fast paced environment with a team player track record
• Ability to work remotely, if necessary
 
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
 
Physical Demands
This is largely a sedentary role. Requires the ability to lift, squat, sit, bend or stand as necessary.  Ability to travel to other sites/locations as needed.
 
Position Type
• Full-time
• Non-Exempt
• Hourly
 
Travel
• Travel may be required for this position
 
Required Education and Experience
• High School Diploma
• One year of work experience
 
Preferred Education and Experience
• Associates or Bachelor’s degree
• Two to five years of work experience (customer service a plus)
• Bi-lingual  
 
Additional Eligibility Qualifications
• Valid PA Driver’s License
• Appropriate Automobile Insurance Coverage
 
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
 
Commonwealth Charter Academy is an equal opportunity employment, educational and service organization.
 




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