District Administrative Assistant

Position Title: District Administrative Assistant

Classification: Hourly

Immediate Supervisor: Superintendent

Terms of Employment: Twelve-months, At-Will, Classified; Benefits in accordance with Governing Board policy

Position Overview

This position of the District Administrative Assistant provides the full spectrum of clerical services assuring smooth,

effective and efficient operation of the departments’s office. The position requires use of independent judgment and

knowledge of district policies, procedures, programs and organizational structure.

Essential Duties & Responsibilities

A. Communication

1. Interact professionally and appropriately with the public and district staff in-person and on the telephone.
2. Answer and screen telephone callers and drop-in visitors, maintaining a helpful, positive demeanor and uses discretion to determine those which are to be handled by the Superintendent personally, as well as those delegated to a subordinate or other department.
3. Place telephone calls and take messages.
4. Manage the departments’s calendar, phone and email account, independently scheduling and responding as appropriate, on behalf of the Supervisor.

B. Calendar

1. Maintain a calendar of appointments, conferences, interviews and prepare for meetings and activities, including confirming appointments, initiating necessary communication and correspondence prior to and after meetings and appointments.

C. Clerical

1. Provide superior administrative support to the department, anticipating needs and maintaining an organized, efficient, professional office that supports the mission and vision of the school district.
2. Process purchase orders and requisitions.
3. Research, create, input, format, organize and edit relevant data as needed or requested.
4. Plan, coordinate and execute district-wide events including special community events, staff events, etc.
5. Format and complete special projects as assigned.
6. Attend all Governing Board meetings. Present as needed.
7. Initiate and/or draft, prepare and distribute a variety of documents, including but not limited to letters, memos, emails, acknowledgements, notices to staff, forms and reports.
8. Manage office budget, allocating expenditures according to District requirements.
9. Perform all secretarial and confidential work as assigned.
10. Maintain bylaws, policies and regulation books with all current information.
11. Perform any duties and responsibilities that are within the scope of employment, as assigned by Administration.

Licenses or Certifications

• A valid IVP Fingerprint Clearance Card

• Possession of a valid Arizona Driver’s License

• A valid Notary Certification

• High school diploma or GED

• Associate’s Degree or college course preferred

• Any equivalent combination of education, training or experience

Experience

• Three-years of responsible secretarial office experience with demonstrated ability for office practices, procedures and duties relevant to the Administrative Assistant position.

Skills, Knowledge & Abilities

• Bilingual, English and Spanish.

• Models professional attitude and image.

• Is reliable and dependable.

• Strong technology skills and ability to learn new programs quickly.

• Understands and supports the vision of the District.

• Direct and supervise the work of others as assigned.

• Work well under pressure of deadlines at all times maintaining composure and professionalism.

• Ability to use discretion and confidentiality in handling information related to personnel issues, grievances and legal matters affecting the District.

• Ability to work to communicate effectively (both orally and in writing) with a diversity of public and district personnel using tact, courtesy and good judgment.

• Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.

• Ability to learn, apply, and explain in detail the district policies and procedures in performing duties.

• Ability to multi-task with a high degree of accuracy.

• Ability to establish and maintain effective working relationships as necessitated by work assignments.

• Ability to organize and set priorities and follow a wide variety of tasks through to completion.

• Ability to use Microsoft Office Suite and applications.

• Ability to use standard office equipment including copy machine, printers and fax.

• Ability to exercise independent judgment in setting priorities and making decisions in absence of specific direction.

• Ability in taking and preparing minutes.

• Ability to establish and maintain filing and record keeping systems.

• High level of English proficiency for completing tasks, frequent telephone communication and preparation of written correspondence including skills in spelling, punctuation and grammar.

Working Environment

• The working environment is primarily in an office setting.

• This position requires the employee to be able to travel between school sites and the district office, work a flexible schedule as needed, including evenings and weekend hours and work extended hours for attendance at evening district and Governing Board meetings.

Evaluation

• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.

Acknowledgment, Mission & Vision

RESD believes that every individual makes a significant contribution to our success. An employee’s contribution is not

limited to the above assigned duties and responsibilities. Therefore, this position description is designed to describe the

general nature and level of work performed by employees assigned to this classification. It is not intended to be an

exhaustive list of all duties, responsibilities and skills required of employees who hold this position. It is our expectation that

every employee will offer his/her services wherever and whenever necessary to ensure the success of the district’s mission,

vision and goals.

District Mission

Preparing Students for College and Advanced Careers Through Rigorous STEM2 Academic Programs

District Vision

To create a high caliber and rigorous private school education withing a public-school setting.

Salary : $22 - $23