Administrative Assistant I - Executive Director of Teaching and Learning

Administrative Assistant to the Executive Director Teaching and Learning

Reports To: Executive Director of Teaching and Learning

Dept. /School: Teaching and Learning

Duty Days: 235 Days

Wage/Hour Status: Non-Exempt

Pay Grade: P35

Date Revised: 01/2026

Primary Purpose:

Organize and manage the routine work activities of an administrative department office and provide clerical services to the Executive Director of Teaching and Learning.

Qualifications:

• College hours, high school diploma or GED
• Successful work experience in a school setting
• Proficient keyboarding and digital document management skills
• Excellent organization, communication, and interpersonal skills
• Ability to self-motivate
• Excellent telephone and public relations skills
• Flexible in work situations
• Proficiency with Microsoft Office Suite, Google, database management systems, and design software
• Experience with budget and general bookkeeping
• Work with confidential material
• Basic math skills.
• Ability to use software programs to improve the efficient operations of the department
• Three years of secretarial experience

Major Duties and Responsibilities:

1. Prepare correspondence, reports, agendas, memos, and other documents.
2. Event planning-design and manage departmental meetings, teambuilding, and conferences from start to finish.
3. Compose correspondence and proof work.
4. Manage daily communication via phone, email, and digital platforms
5. Coordinate communications with department personnel
6. Greet and assist visitors and district
7. Maintain and schedule appointments for the Executive Director in an Outlook calendar
8. Arrange, prepare and organize for department staff interview processes
9. Maintain receipts
10. Maintain an electronic filing system.
11. Organize and maintain departmental budgets
12. Keep accurate financial records
13. Ensure cross training and have knowledge of all department assistant's job duties and responsibilities
14. Perform all other specified duties as assigned by the Executive Director of Teaching and Learning
15. Create and maintain the records for districtwide professional development classes in the Professional Learning Management System
16. Assist staff members with questions regarding professional development portfolio
17. Maintain digital and cloud-based departmental files
18. Routine bookkeeping tasks, including simple arithmetic operations for the department
19. Assist with the preparation of purchase orders.
20. Monitor and process personnel time records including leave requests and reports, compile information and submit to the appropriate department.
21. Maintain the confidentiality of information

Supervisory Responsibilities: Assist the Executive Director with the management of the department clerical staff.

Equipment Used: Personal computer, multifunction printer/copier/scanner, calculator, and digital communication tools.

Working Conditions: Work with frequent interruptions; maintain emotional control under stress; repetitive hand motions; occasional prolonged and irregular hours. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.