2026-27 Academic Services Administrative Assistant

Job Title

Performs skilled-level secretarial duties under general supervision to assist in the efficient functioning of the office and to assist the Cabinet Administrators who make up the Academic Services team.

Qualifications

High school diploma and specialized vocational experience or after high school in computers, bookkeeping and basic office skills.

Special Skills, Knowledge, Abilities

Basic communication skills to exchange information, give/receive simple instructions and respond to inquired. Include filling out forms. Communicates on the phone in clear, grammatically correct English. Must be able to keep and maintain confidential records.

Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.

Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole number, fractions, decimal and/or percentages.

Reads and interprets routine to complex written or printed materials such as charts, contracts, application forms, or instruction material.

Uses business machines that can easily learned from manuals or verbal instructions. Such machines include but are not limited to photocopiers, FAX machines, gestetner, transcriber, adding machine, CRT/computers and, multi-line telephone consoles.

Responsible for establishing and/or maintaining an existing filing systems.

Incumbent needs to spell correctly and proofreads work of others concerning spelling and grammatical structure.

Typing at 55-60 WPM at 90% accuracy required.

Reports To

Assistant Superintendent / Executive Director(s)

Job Goals (Purpose of Position)

Performs skilled-level secretarial duties under general supervision to assist in the efficient functioning of the office and to assist the Cabinet Administrators who make up the Academic Services team. An incumbent in this position will follow generally standardized operating policies and procedures. On occasion will have to interpret policies and procedures.

Contact With Others

An incumbent in this position has regular contact by telephone or in-person with the public to determine actual information needed. Must be able to elicit necessary information and make important screening decisions for administrative supervisors.

Essential Job Functions

Must be able to handle clerical responsibility for the Assistant Superintendent and/or Executive Director(s). Responsible for the clerical duties for Federal Programs and grants.

Performs clerical support functions using word processing, database and spreadsheets software. Takes and transcribes dictation of various types, including correspondence, reports, notice, and recommendations. Prepare routine correspondence as assigned.

Receives, directs and handles receptionist duties for visitors, handles/screens telephone calls at phone.

Organizes and maintains various files including confidential IEPs, confidential file destruction, testing, and tickler files. Performs photocopying as required.

Schedules meetings and makes sure all information and arrangements are taken care of. May prepare agendas and summary minutes for various committees, task forces, etc.

Orders and maintains supplies as needed.

May assist in testing to run copies, distributes tests, etc.

Performs backup to other clerical employees in office during breaks and days off.

Must be able to perform tasks with sensitivity, confidentiality and professionalism

Performs other duties as assigned.

Physical/Mental Requirements and Working Conditions

Other than those physical/mental requirements included in the essential functions: must be able to communicate on the telephone and in person. In a typical work day, employee must be able to sit or stand for 2 hours and walk 4 hours or any combination thereof. Job requires reaching above the shoulder and occasional bending/stooping, squatting/crouching, crawling/kneeling, and pushing/pulling. Job requires carrying/lifting up to 15 pounds and occasionally lifting up to 50 pounds (boxes of material, screening equipment, CPR training equipment, etc.). Job requires employee to use both hands for repetitive actions involving simple/firm grasping and fine manipulation. Employee must process manual dexterity sufficient to operate computers and other office equipment. Employee must possess good visual and hearing abilities sufficient to observe students and staff and communicate with students, staff and parents in large and/or small groups. Employee must mobility enough to move from site to site. Employee is required to have a reliable vehicle for traveling throughout the district.