What are the responsibilities and job description for the Administrative Assistant to Assistant Superintendent for Support Services position at Dysart Unified School District?
REPORTS TO
Assistant Superintendent for Support Services
FLSA STATUS
Exempt
SUPERVISES
No
JOB FAMILY
Administrative Support
FTE
1.0
WORK CALENDAR
248
GRADE
D
APPROVED
REVISED
3/3/2023
SUMMARY: Assist the Assistant Superintendent of Support Services by providing complex and advanced administrative and analytical support.
Essential Duties And Responsibilities
Positions in this class typically require: balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move object.
Working Conditions
Work is routinely performed in an indoor, office environment.
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.
The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.
Assistant Superintendent for Support Services
FLSA STATUS
Exempt
SUPERVISES
No
JOB FAMILY
Administrative Support
FTE
1.0
WORK CALENDAR
248
GRADE
D
APPROVED
REVISED
3/3/2023
SUMMARY: Assist the Assistant Superintendent of Support Services by providing complex and advanced administrative and analytical support.
Essential Duties And Responsibilities
- Perform complex administrative support functions including calendaring, travel arrangements, maintaining files, preparing correspondence, and processing invoices for payment.
- Serve as the first point of contact for external officials to provide and receive information on behalf of the executive office and provide assistance to citizens and staff.
- Monitor and maintain executive calendars; coordinates appointments, meetings, events and meeting attendance.
- Answer phones, greet guests and respond to inquiries from parents, students, teachers and administrators with information of a routine nature.
- Prepare correspondence, reports and materials for reports or presentations.
- Coordinate and ensure the maintenance of department documents, and coordinate, create and submit Governing Board agenda items.
- Create, transcribe and distribute notes, agendas, minutes and similar materials.
- Coordinate and facilitate distribution of department communication.
- Prepares requisitions and processes purchase orders.
- Maintain financial records for the department to include purchases, billing statements, and other related financials.
- Assist administration with department budget and financial management.
- Order and maintain sufficient inventory of office supplies and materials for their department.
- Ensure compliance for all expenditures including purchase orders.
- Assist with coordinating athletic components for the school district.
- Oversee verification of staff attendance.
- Perform regular internal audits ensuring accuracy of data.
- Maintain hard copy and electronic filing system.
- Coordinates sports scheduling, officials and facilities.
- Coordinates District athletic inventory and uniform rotation.
- Maintains a district budget for athletics purchases in the Support Services Department.
- Provides a positive district image for all visitors and personnel.
- Establish and maintain good rapport with students, employees, community members and vendors.
- Maintain a high level of ethical behavior and confidentiality.
- Other job related duties as assigned.
- High School Diploma or GED required.
- Three (3) years of increasingly responsible administrative support and office management experience.
- Demonstrated competency in computer literacy, Microsoft Word and Excel.
- Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).
- Principles and practices of program administration and coordination.
- Principles and applications of critical thinking and analysis.
- Principles and methods of qualitative and quantitative research.
- Basic budget administration.
- Techniques and methods for organizing, prioritizing and monitoring work.
- Business math concepts.
- Filing and record-keeping principles.
- Applicable federal, state and local laws, codes, regulations.
- Applicable Dysart Unified School District and departmental policies and procedures.
- Occupational hazards and applicable safety principles and practices.
- Uses and properties of supplies and equipment.
- Customer service principles.
- Modern office technology.
- Coordinating deadlines, prioritizing competing demands and monitoring schedules to meet timelines.
- Coordinating communications materials and logistics for executive meetings, projects and processes.
- Gathering data, analyzing findings and applying logic and reason.
- Performing basic original research, compiling and assembling data.
- Interpreting, monitoring and reporting financial information, program data and statistics.
- Composing and maintaining basic original documents including reports, and correspondence.
- Coordinating the preparation of and overseeing the updating and maintenance of policy and procedure documentation.
- Exercising political acumen, tact and diplomacy.
- Organizing tasks, meeting deadlines and prioritizing work.
- Following directions and meeting standards.
- Providing attention to detail in assignments.
- Computer Digital literacy and Excel.
- Organizing and maintaining records and files.
- Proofreading and error correction.
- Business math computations.
- Exercising confidentiality.
- Comprehending reference books and manuals.
- Interpreting and applying applicable laws, codes, regulations and standards.
- Providing customer service.
- Utilizing a computer and relevant software applications.
- Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction.
Positions in this class typically require: balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move object.
Working Conditions
Work is routinely performed in an indoor, office environment.
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.
The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.
