Administrative Assistant - Curriculum and Instruction

Job Title: Administrative Assistant - Curriculum & Instruction
Wage/Hour Status: Non-Exempt/At-Will
Reports To: Director of Advanced Academics Pay Grade/Days: 207/226
Dept./School: Administration Building
Date Revised: May 2025

Primary Purpose:
Organize and manage the routine work activities of the Advanced Academics and State & Federal departments and provide clerical services to the director and other staff members.

Qualifications:
Education/Certification:
High school diploma, college preferred
Advanced secretarial and computer training

Special Knowledge/Skills:
Proficient skills in keyboarding, word processing, and file maintenance skills
Basic math skills
Ability to use personal computer and software to develop spreadsheets and databases and do word processing
Excellent organizational, communication, and interpersonal skills

Experience
Three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

1. Perform routine office, secretarial, and clerical tasks including maintenance of a complete filing system.
2. Answer incoming calls, take reliable messages, and route to appropriate staff.
3. Receive, sort, and distribute mail and other documents to department staff.
4. Collect pertinent data and organize it into usable form, prepare memoranda, reports, agendas, requisitions, and other communications as directed.
5. Send records to districts requesting AI plans.
6. Prepare purchase orders for department and process payment authorizations.
7. Become knowledgeable of all programs u nder Advanced Academics and State & Federal Programs.
8. Schedule transportation for all Advacned Academics field trips
9. Monitor and maintain spreadsheets for budgets, funds and grants for the department.
10. Transfer funds as directed by Director.
11. Plan and set up for meetings including notification, ordering of supplies and refreshment and keeping calendar of events.
12. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office.
13. Maintain a schedule of appointments and make travel arrangements for department staff.
14. Maintain confidentiality.
15. Serve as assistant to the Director; performing all duties and functions as assigned.
16. Assist Directors in coordination and implementation of professional development.
17. Perform other duties as assigned.

Equipment used:
Macintosh and Dell computers, updated software, typewriter, printer, calculator, copier, shredder, and fax machine.

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress, work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Fast pace, high pressure, multiple concurrent projects/deadlines, people intensive. Moderate lifting, bending, and stooping.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Non Discrimination Statement