Administrative Assistant to Cabinet

Position Type:
Administrative Assistant/Administrative Assistant to Cabinet

Date Posted:
4/9/2025

Location:
District Office

Date Available:
04/21/2025

Closing Date:
Open Until Filled
GENERAL STATEMENT OF RESPONSIBILITIES:

Provides support and assistance to the Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations performing a variety of activities related to the daily operations of the school district including Business Services, Human Resources and Operations. Examples include researching and preparing paperwork, reports, and other documents; maintaining confidentiality; screening phone calls; filing; reviewing and routing mail; entering requisitions and working with the Assistant Superintendent of Human Resources and Student Services, Executive Director of Business Services and Executive Director of Operations to help prepare agendas, reports, field phone calls, assists schools and different departments and gathers information for monthly Governing Board Meetings.

RESPONSIBILITIES AND DUTIES:

1. Support the Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations with day-to-day operations such as: screening phone calls, calendar management, direct inquiries to appropriate parties, assist in recordkeeping, budgeting.
2. Prepares meeting notices, agendas, packets, and materials for Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations use.
3. Coordinates meeting logistics, including location.
4. Helps prepare and submit Governing Board agenda items.
5. Maintains various calendars including Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations appointments and ongoing projects.
6. Gather data, compose, draft, and edit letters, Board reports, and spreadsheets.
7. Receive, compile and distribute all District reports and supplements for Governing Board meetings.
8. Maintain open communication with students, parents, staff, community members and vendors.
9. Supports the Executive Director of Operations with supervision including determining workloading, establishing work schedules, monitoring work performance, assisting in new support staff hires, performing training functions of support staff and implementing policies and procedures.
10. Assist the Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations with all matters related to purchasing, monthly reports and other duties as assigned.
11. Assist the Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations with all matters related to the approval of and dissemination of publications.
12. Assist the administrative team to assure all stakeholders are informed regarding district procedures, protocols, and programs.
13. Maintains confidentiality.
14. Represent the District and the Assistant Superintendent of Human Resource & Student Services, Executive Director of Business Services and Executive Director of Operations offices in a professional manner, and in the best interests of the District.
15. Other duties as assigned.

MINIMUM QUALIFICATIONS & EXPERIENCE:

1. High School diploma or GED, A.A. preferred
2. A minimum of three (3) years successful secretarial experience including working in an area supporting administration.

OTHER REQUIREMENTS:

1. Competencies required:
   
   1. General office procedures, practices.
   2. Communication and telephone etiquette.
   3. Computer skills and related software applications including word processing and spreadsheets plus other types of office equipment.
   4. Excellent verbal and written communication skills.
   5. Effective organizational and time management skills.
   6. Ability to take direction, work independently, and complete assigned tasks.
   7. Handling and maintaining confidentiality.
   8. Organizing and maintaining various types of filing systems.
   9. School district operations, procedures and protocol preferred.
2. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

ESSENTIAL DUTIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the tasks, duties, knowledge, skill, and/or ability required. This is illustrative only and is not a comprehensive listing of all duties and tasks performed by employees in this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL AND WORK ENVIRONMENT:

The employee regularly works indoors.

The noise level in the work environment is moderate to loud.

The employee may be exposed to machinery, potential physical harm, hazardous chemicals, and infectious diseases.

TERMS OF EMPLOYMENT:

• Exempt Status
• 12 months (207) days
• Sick/Personal & Vacation Leave
• Benefits per Board Policy
• Participation in Arizona Retirement System (ASRS)

COMPENSATION:

Band 3 on the Exempt Support Staff Salary Schedule

SUPERVISED BY:

Assistant Superintendent of Human Resources and Student Service

Executive Director of Business Service

Executive Director of Operations Liberty Elementary School District