Administrative Secretary

Job Details Reports To: Assigned Administrative Designees Starting Wage: $47,091 annually Salary Schedule/Lane: 48/H/01 Anticipated Start Date: 07/27/2026 Priority Screen Date: 07/06/2026 Work Calendar: 242 Day FTE: 1.0 (40.0 Hours per Week) Contract Status: Contract FLSA Status: Non-Exempt Benefits: Eligible Job Summary The Administrative Secretary – Teaching and Learning provides a wide variety of complex and confidential administrative and secretarial support to administrators and teachers on special assignment in different academic areas and offices. The position will effectively communicate with parents, students, teachers, and school administrators; coordinate and oversee department functions and procedures; have oversight of site programs and activities; and ensure efficient implementation of assigned functions. This position will report to multiple assigned supervisors in the department and will also support their respective team members as appropriate. Minimum Required Qualifications Selected candidates must be fingerprinted and pass a criminal background check. High school diploma or equivalent. Minimum three (3) years working as a Secretary or Administrative Assistant. Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English. Demonstrated ability to use a formal tone and appropriate formatting in work emails, letters, and business documents (e.g., sole source, MOUs). Advanced proficiency in Microsoft Office Word and Excel, including efficient use of spreadsheets, automation, and data merging. Experience with cloud‑based productivity applications such as Microsoft 365 or Google Workspace. Experience with standard bookkeeping practices, monitoring expenditures and encumbrances, and maintaining accurate records. Experience using data collectors such as Microsoft Office Forms, Qualtrics, and Survey Monkey. Valid Driver's License and proof of insurability with reliable transportation. Experience operating standard office equipment, including computer, phone, scanner, fax, and copier. Preferred Qualifications Experience using PowerSchool, Business Plus, MIDAS, SmartFind Express, and Kronos or similar programs. Advanced experience in cloud‑based applications, securely sharing files in OneDrive, collaborating on web documents, and using Microsoft Teams. Experience with calendaring programs to schedule meetings with multiple people and set reminders. Experience preparing and supporting meetings, taking accurate minutes, supporting professional development sessions, or other large professional events. Experience maintaining the department website and other public‑facing communications. Spanish or other language proficiency, including reading, writing, speaking, and understanding. Essential Functions & Responsibilities Oversee work activities within the department office, organizing schedules and assignments, monitoring progress, and ensuring completion within guidelines. Compile data from various sources to analyze data, prepare reports, make recommendations, and provide information to supervisors and district offices. Perform standard bookkeeping, including monitoring expenditures and encumbrances and maintaining accurate records. Utilize Excel to produce graphs and tables, perform calculations, automate data processing, and merge data into documents. Create and maintain records and process documents to support workflow systems. Maintain manual and electronic documents, web‑based documents, files, and records in accordance with administrative guidelines. Process documents to disseminate information and ensure compliance with administrative and regulatory requirements for federal and state programs and grants. Learn and use specific technologies (OneDrive, Teams, MS Office Forms, PowerSchool, Business Plus, MIDAS, SmartFind Express, Kronos, Canvas, Google Classroom, etc.) as required. Communicate professionally with diverse individuals and groups, maintaining confidentiality and building positive working relationships with employees and stakeholders. Respond to inquiries from internal and external stakeholders to provide information and facilitate communication. Participate in meetings, workshops, and seminars as assigned to convey and gather information required to perform functions. Maintain equipment inventory, including digital components and license accounts. Coordinate large material orders with multiple schools and place annual orders. Support a team environment by collaborating with other work units to perform duties effectively, including collaborating during peak times. Work under limited supervision, using time‑management and prioritization, accurately processing detailed information and meeting deadlines. Adapt to changing work priorities and frequent interruptions as required. Operate standard office equipment (computer, phone, scanner, fax, copier). Maintain regular attendance to fulfill job requirements efficiently and effectively; this position does not have a remote work option. Perform other related duties as assigned to ensure efficient functioning of the work unit. Employee supervisory responsibilities: None. Work Environment & Physical Demands Students and staff will require the employee to stand, walk, sit, bend, and lift light objects as needed in a typical office environment. No specific accommodation information is provided in the source. #J-18808-Ljbffr