JOB TITLE: Administrative Assistant to Executive Director of Curriculum, Instruction, Assessment, and Accountability

REPORTS TO: Executive Director of Curriculum, Instruction, Assessment, and Accountability

DEPARTMENT/Campus: Curriculum, Instruction, Assessment, and Accountability / DETCCA Building

 

 

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/EXPERIENCE:

• High School Diploma
• Experience in a fast pace/multi-subject organized setting preferred

 

 

SPECIAL KNOWLEDGE/SKILLS:

• Knowledge of school district organization, operations, and administrative polices
• 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 work processing
• Ability to multi-task numerous complex administrative activities
• Ability to communicate effectively with students, staff, and parents
• Ability to promote a positive, caring climate
• Process all levels of work on assignments from beginning to end
• Effective and efficient decision-making skills
• Ability to coordinate multiple projects and assignments
• Competence with the use of technology required in a professional office

 

MAJOR RESPONSIBILITIES AND DUTIES:

CLERICAL SUPPORT/ RECEPTION/ PHONES

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator and district 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 completing conference registration forms for the business office as well as other employee travel as required.
5. Create requisitions from campuses and departments for proper paperwork, correct account codes, collecting required signatures, and process orders with approved purchase orders.
6. Answer incoming calls, greet visitors, and answer e-mails. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrators) or other administrators such as a campus principal.

 

POLICY, REPORTS, AND CORRESPONDENCE

 

7. Compile pertinent data used to prepare various required state and local reports.
8. Compile, maintain, and file all reports, record, and other documents as required.
9. Comply with policies established by federal and state laws and regulations and local board policy.
10. Maintain confidentiality.
11. Follow district safety protocols and emergency procedures.
12. Other duties as assigned.

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 a mouse; occasional reaching
• Lifting: Occasional light lifting and carrying - paper boxes, large notebooks, boxes of stored information, etc.
• 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.