• Job Description

  Req#: 1103
  '); 'Position Type:
  Secretarial/Clerical/ Business Office Administrative Assistant
  
  
  Date Posted:
  6/4/2025
  
  
  Location:
  Kathy Covington Administration Building
  
  
  Schedule appointments and maintain the administrator’s calendar.
  Compile pertinent data used to prepare various required state and local reports.
  Compile, maintain, and file all reports, records, and other documents as required.
  Comply with policies established by federal and state laws and regulations, and local board policy.
  Maintain confidentiality.
  Follow district safety protocols and emergency procedures.
  Job Title: Administrative Assistant - Executive/Chief Exemption Status: Nonexempt
  Reports to: Chief Financial Officer Date Revised: June 2025
  Dept./School: Administration
  
  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:
  Education/Certification:
  High school diploma or GED
  
  Special Knowledge/Skills:
  Knowledge of school district organization, operations, and administrative policies
  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 word processing
  Ability to multi-task numerous complex administrative activities
  Knowledge of principles, procedures, and legal requirements of financial accounting, school district purchasing and contract management (including federal, state, and local competitive bidding statutes)
  
  Experience:
  Three years or more advanced secretarial experience with extensive contact with people
  Major Responsibilities and Duties:
  Clerical Support
  1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
  1. Schedule appointments and maintain the administrator’s calendar.
  3. Make travel arrangements including making hotel reservations and turning in conference registration forms.
  4. Answer incoming calls and greet visitors. Respond to routine inquiries and refer appropriate inquiries or problems to appropriate staff.
  Policy, Reports, and Correspondence
  1. Compile pertinent data used to prepare various required state and local reports.
  6. Assist in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
  7. Review vendor and bidder lists and maintain compliance with federal, local, and state policies.
  8. Prepare and process check requests, work orders, deposits, reconciliations and other business related transactions.
  1. Compile, maintain, and file all reports, records, and other documents as required.
  10. Assure payment of contracted services.
  Other
  1. Comply with policies established by federal and state laws and regulations, and local board policy.
  2. Maintain confidentiality.
  3. Follow district safety protocols and emergency procedures.
  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 mouse; occasional reaching
  Lifting: Occasional light lifting and carrying (less than 15 pounds)
  Environment: May work prolonged or irregular hours; occasional districtwide travel
  Mental Demands: Work with frequent interruptions; maintain emotional control under stress
  
  
  

• About the company

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