Administrative Assistant - Student Support Services

Administrative Assistant

Performs a variety of complex administrative, financial, and secretarial duties to support the daily operations of assigned departments. Coordinates departmental activities, manages budgets and purchasing, maintains confidential records, organizes meetings and events, and serves as a liaison between schools, departments, vendors, students, parents, and the community.

Essential duties and responsibilities generally include the following:

• Schedules meetings, conferences, interviews, in-services and workshops, and maintains schedule of appointments.
• Prepare, edit, and distribute correspondence, reports, presentations, agendas, meeting materials, and other departmental communications.
• Coordinate and prioritize departmental projects, assignments, and timelines while communicating updates and providing procedural guidance to staff.
• Manage department budgets, grants, capital expenditures, and financial records; monitor revenues and expenditures to ensure compliance with District policies and purchasing procedures.
• Prepare requisitions, purchase orders, contracts, agreements, applications, and payment documentation; obtain quotes, coordinate with vendors, verify invoices, and monitor expenditures.
• Maintain confidential personnel, student, financial, and departmental records, databases, and filing systems in accordance with District requirements.
• Coordinate departmental events, trainings, student travel request, workshops, and other activities by arranging logistics, facilities, transportation, communications, and schedules as assigned.
• Process payroll documents, employee attendance records, timesheets, travel reimbursements, mileage claims, and other personnel-related transactions.
• Responds to inquiries from staff, vendors, contract providers, contractors, parents, students, and the community.
• Demonstrate initiative, sound judgment, professionalism, confidentiality, and exceptional customer service while supporting departmental goals.

Knowledge and skills include:

• Knowledge of applicable federal, state, county, and local laws, regulations, and District policies and procedures.
• Knowledge of office administration, customer service, business office operations, records management, bookkeeping, budgeting, grant accounting, payroll, and purchasing procedures.
• Skill in organizing multiple priorities, coordinating projects, and meeting deadlines with accuracy and attention to detail.
• Skill in preparing reports, spreadsheets, presentations, financial documents, and correspondence.
• Skill in maintaining confidential information and exercising sound judgment.
• Skill in establishing and maintaining effective working relationships with employees, administrators, students, parents, vendors, contractors, and the public.
• Skill in operating computers and standard office equipment utilizing Microsoft Office, financial systems, databases, and other business software applications.

Minimum qualifications: High School Diploma or GED and two (2) years of progressively responsible administrative or secretarial experience in a professional office; or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Other requirements: Possess or obtain a valid Arizona IVP Fingerprint Clearance Card. Successfully pass a background investigation. May be required to possess and maintain a valid Arizona driver's license. May be required to lift and carry supplies and materials weighing up to 20 pounds.