12 Month Administrative Assistant to the Director of Instructional Services 1.0

Administrative Assistant

This position is responsible for the day-to-day operation of the Teaching and Learning Department by serving as an administrative and technical assistant. The Administrative Assistant provides clerical and technical support in the assigned areas detailed in the essential functions of this position. Essential Functions: Serves as receptionist for Director of Instructional Services; screens visitors, triages calls, scheduling appointments, and providing information to the public. Responds to questions and situations requiring sound judgement and knowledge of district policies and procedures. Serves as support for the school's Lead Mentors: acts as a liaison between the school and the Director of Instructional Services. Coordinates New Employee Training for certified staff in collaboration with the Educator Preparation and Mentoring Coordinator. Works with Content Specialists: facility request, training room set-up, substitutes for participants and summer work, if applicable. Coordinates in-state and out of state staff travel through Title II funding by gathering travel information and collaborating with the travel analyst to obtain quotes for Governing Board approval. Assists with the correspondence, development, distribution, and maintenance of curriculum materials, course proposals, and curriculum updates. Produces district course catalogs, brochures, and the Academic Handbook in both print and digital formats for the district website. Assists the Director with the resource adoption process for content areas districtwide. Adheres to stringent timelines, monitors completion and submission of reports to appropriate federal and state agencies. Ensures that all work is completed in accordance with District policy and applicable state and federal laws. Including but not limited to, state level integrity errors which require access to the Az Eds platform. Prepares correspondence for Director's signature and draft materials such as letters, memorandums, reports and bulletins. Reviews documents for accuracy, completeness, and compliance with established policies and procedures. Attends the following meetings to take notes, transcribes discussions, and distributes minutes: School Counselor Department Leads, Drop-out Prevention Coordinators, Record Specialists, and Attendance Data Specialists. Processes scholarship application data for review and reimbursement, including but not limited to the Woods Scholarship and IDA Scholarship. Works collaboratively with the Teaching and Learning Staff to support department priorities, cross-functional projects, and district initiatives. Perform any other duties as assigned by the supervisor.