Job Description

Position Title: Administrative Assistant

Department: School Performance / Athletics / Safety

Supervisor: Executive Director(s)

Term of Employment: 12 Months

Salary Classification: 13

Job Summary: Performs a variety of complex administrative, financial, and secretarial duties to support the daily operations of assigned departments. Coordinates departmental activities, manages budgets and purchasing, maintains confidential records, organizes meetings and events, and serves as a liaison between schools, departments, vendors, students, parents, and the community.

Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills, and other characteristics. This list is illustrative only and is not intended to be a comprehensive listing of all functions and tasks performed by incumbents in this classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:

• Schedules meetings, conferences, interviews, in-services and workshops, and maintains schedule of appointments.
• Prepare, edit, and distribute correspondence, reports, presentations, agendas, meeting materials, and other departmental communications.
• Coordinate and prioritize departmental projects, assignments, and timelines while communicating updates and providing procedural guidance to staff.
• Manage department budgets, grants, capital expenditures, and financial records; monitor revenues and expenditures to ensure compliance with District policies and purchasing procedures.
• Prepare requisitions, purchase orders, contracts, agreements, applications, and payment documentation; obtain quotes, coordinate with vendors, verify invoices, and monitor expenditures.
• Maintain confidential personnel, student, financial, and departmental records, databases, and filing systems in accordance with District requirements
• Coordinate departmental events, trainings, student travel request, workshops, and other activities by arranging logistics, facilities, transportation, communications, and schedules as assigned.
• Process payroll documents, employee attendance records, timesheets, travel reimbursements, mileage claims, and other personnel-related transactions.
• Schedules employment interviews, conducts reference checks, processes payroll actions, and maintains attendance, payroll records, timesheets, travel reimbursement & mileage forms.
• Responds to inquiries from staff, vendors, contract providers, contractors, parents, students, and the community.
• Processes and monitors a variety of agreements, contracts, and applications.
• Demonstrate initiative, sound judgment, professionalism, confidentiality, and exceptional customer service while supporting departmental goals.
• Perform other duties as assigned.

KNOWLEDGE AND SKILLS

• Knowledge of applicable federal, state, county, and local laws, regulations, and District policies and procedures.
• Knowledge of office administration, customer service, business office operations, records management, bookkeeping, budgeting, grant accounting, payroll, and purchasing procedures.
• Knowledge of business English, grammar, spelling, proofreading, and professional correspondence.
• Skill in organizing multiple priorities, coordinating projects, and meeting deadlines with accuracy and attention to detail.
• Skill in preparing reports, spreadsheets, presentations, financial documents, and correspondence.
• Skill in interpreting and applying policies, procedures, financial guidelines, and administrative regulations.
• Skill in maintaining confidential information and exercising sound judgment.
• Skill in establishing and maintaining effective working relationships with employees, administrators, students, parents, vendors, contractors, and the public.
• Skill in operating computers and standard office equipment utilizing Microsoft Office, financial systems, databases, and other business software applications.

MINIMUM QUALIFICATIONS: High School Diploma or GED and two (2) years of progressively responsible administrative or secretarial experience in a professional office; or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

OTHER REQUIREMENTS

• Possess or obtain a valid Arizona IVP Fingerprint Clearance Card.
• Successfully pass a background investigation.
• May be required to possess and maintain a valid Arizona driver's license.
• May be required to lift and carry supplies and materials weighing up to 20 pounds.