Administrative Assistant for Curriculum and Instruction

Administrative Assistant for Secondary Education and Fine Arts

The Administrative Assistant for Secondary Education and Fine Arts provides comprehensive clerical, organizational, and administrative support to the Director of Secondary Education and Fine Arts and assists with the overall operation of the Curriculum & Instruction Department. The position is responsible for maintaining records, coordinating communications, managing Continuing Education Unit (CEU) documentation, supporting district events, and providing office coverage to ensure efficient and effective departmental operations.

Duties and Responsibilities

Administrative and Clerical Support

• Provide administrative support to the Director of Secondary Education and Fine Arts.
• Prepare, process, and maintain correspondence, reports, records, and other departmental documents.
• Manage filing systems and maintain accurate records in accordance with district policies and procedures.
• Assist with scheduling meetings, appointments, and departmental activities.
• Monitor and maintain office supplies and materials as needed.
• Process and distribute information, forms, and communications to schools and stakeholders.
• Coordinate and maintain Continuing Education Unit (CEU) records for Curriculum & Instruction professional learning activities.
• Process CEU requests, verify attendance and completion requirements, and ensure accurate documentation in accordance with state and district guidelines.
• Collaborate with Curriculum & Instruction staff to track, update, and report professional development activities for CEU credit.
• Serve as a departmental point of contact for questions related to CEU documentation, records, and procedures.

Event Planning and Coordination

• Assist in the planning, organization, and implementation of district events and activities.
• Coordinate logistical details for Fine Arts and Secondary Education initiatives.
• Support district-wide events, including but not limited to the CCS Art Show and other student showcases, exhibitions, and recognition programs.
• Assist with event setup, registration, communications, and follow-up activities.

Science Depot Support

• Provide administrative support at the Science Depot on assigned days and times as determined by departmental needs.
• Assist with inventory records, communication, scheduling, and other operational functions related to the Science Depot.
• Support teachers and staff utilizing Science Depot resources and services.

Department and Office Support

• Assist with coverage of the Curriculum & Instruction office as needed.
• Answer, screen, and transfer incoming telephone calls.
• Welcome and assist visitors, staff, parents, and community members.
• Respond to routine inquiries and direct individuals to appropriate personnel.
• Maintain a professional and customer-service-oriented environment within the department.

Additional Job Functions

• Maintain confidentiality of sensitive information and records.
• Assist with data entry, reports, and record-keeping related to departmental programs and initiatives.
• Support departmental projects and special assignments as directed.
• Perform other duties as assigned to support the goals, functions, and operations of the Curriculum & Instruction Department and Catawba County Schools.

Minimum Training and Experience

• High school diploma or equivalent required.
• Associate degree in business, office administration, or a related field preferred.
• Experience in administrative support, office management, or related work preferred.
• An equivalent combination of education and experience may be considered.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

Physical Requirements: Requires light physical work. Must be able to lift boxes to ten pounds. Must be able to sit at a computer for extended periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using the prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide, and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk, write, and hear.

Knowledge, Skills, and Abilities

• Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.
• Ability to utilize positive human relation skills with all staff, parents, students, and the public in fulfilling requests for assistance as appropriate.
• Skills of keyboarding with accuracy at the speed necessary for the position.
• Skills in operating a computer with word processing and spreadsheet applications. Considerable knowledge of office practices and procedures.
• Ability to compile and summarize information.
• Ability to resolve problem situations with sound judgment.
• Considerable ability to communicate effectively both orally and in writing. Ability to demonstrate proper telephone etiquette.
• Ability to maintain confidentiality.
• Ability to exercise independent judgment and initiative in completing work assignments.
• Knowledge of report writing.
• Ability to compose correspondence independently. Ability to work in the absence of supervision.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Knowledge of modern office practices, procedures, and equipment.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Proficiency with Microsoft Office applications, Google Workspace, and other district software systems.
• Ability to work independently and collaboratively as part of a team.

Disclaimer

This job description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary, or benefits.