Job Title: Administrative Assistant–Central Services             Exemption Status:  Nonexempt

Reports to: Deputy Superintendent                                    Pay  Grade:  Clerical/Paraprofessional Pay Grade 5–226 days                  

Dept./School: Central Services                                          Revised:   4/03/2025

Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Experience:

3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Clerical Support

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator’s calendar.
3. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed. 
4. Make travel arrangements including making hotel reservations and turning in conference registration forms.
5. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
6. Receive, sort, and distribute mail and other documents to department staff.

Reception and Phones

1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to cabinet-level administrators or other administrators.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.
3. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Policy, Reports, and Correspondence

1. Compile pertinent data used to prepare various required state and local reports.
2. Prepare purchase orders and payment authorizations as directed.
3. Compile, maintain, and file all reports, records, and other documents as required.

Other

1. Comply with policies established by federal and state laws and regulations, and local board policy.
2. Maintain confidentiality.
3. Follow district safety protocols and emergency procedures.
4. Maintain confidentiality of information.
5. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. 

Reviewed by Date

Received by Date

Salary : $37,307 - $51,172