Job Details

Administrative Assistant

Reports to: Assistant Superintendent of Operations/Student Services Dept. /School: Operations and Students Services Wage/Hour Status: Exempt Pay Grade: 240 days Date Revised: July 2026

Primary Purpose: Ensure efficient operation of district administrative office and provide clerical services for department's administrative staff.

Qualifications:

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Proficient typing, word processing, and file maintenance skills Effective organizational, communication, and interpersonal skills Ability to use personal computer and software to develop spreadsheets, databases, and do word processing Knowledge of basic accounting principles
• Experience: One to three years secretarial experience preferred and preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence:

• Prepare written correspondence forms, schedules, or reports.
• Prepare meeting agendas, communication as requested using personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process purchase order requests, inventory as needed. Compile information and submit upon request.
• Maintain department calendar of events.

Reception and Phones:

• Schedule meetings and appointments and maintain calendar for assistant superintendent and other pertinent staff.
• Assist other stakeholders as needed with superior customer service.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Files:

• Maintain physical and computerized files including inventory of school and office supplies, mailing lists, invoices, records, and office communication.
• Update handbooks and other documents as assigned.

Accounting and Inventory:

• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare and process purchase orders.
• Receive, store, and issue supplies and equipment
• Assist with coordination of meetings and other relevant activities.
• Assist with budget preparation.

Other:

• Sort, distribute, or deliver mail and other documents.
• Maintain confidentiality

Supervisory Responsibilities: Monitor the work of office personnel.

Equipment Used: Personal computer, printer, copier, fax machine, and calculator

Working Conditions: Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolong use of computer.