Seasonal Secretary

Secretary To The Associate Superintendent Of Curriculum And Instruction

The Secretary to the Associate Superintendent of Curriculum and Instruction is responsible for supporting the efficient daily operation of the Curriculum and Instruction office. This position provides high-level clerical, organizational, communication, budget, and administrative support to the Associate Superintendent and department staff. The secretary serves as a key point of contact for district staff, campus personnel, families, community members, vendors, and outside agencies and must maintain professionalism, confidentiality, accuracy, and attention to detail in all areas of responsibility.

Professional Qualifications:

Education / Certification: High school diploma or equivalency

Special Knowledge / Skills: Proficiency with current office technology, including Microsoft Office, Google Workspace, email, calendar systems, document sharing platforms, spreadsheets, presentation tools, and district financial/HR systems. Ability to communicate professionally and effectively with district leaders, campus staff, parents, community members, vendors, and outside agencies. Sound organizational and interpersonal skills. Ability to manage work to meet deadlines. Ability to work independently, anticipate needs, solve routine problems, and follow through on tasks with minimal supervision. Discretion when dealing with confidential information. Ability to work methodically, accurately and neatly. Ability to manage multiple priorities, meet deadlines, and work with frequent interruptions. Working knowledge of district policies, procedures, and administrative processes. Ability to maintain accurate records, files, calendars, reports, and department documentation. Understanding of school district budgeting processes, including purchase orders, budget codes, account balances, travel, reimbursements, invoices, contracts, budget transfers, and grant-related documentation. Ability to support department planning, meetings, trainings, professional development sessions, and district-level initiatives.

Experience: 2-3 years of secretarial experience, preferably in an educational environment.

Performance Responsibilities: Support board and administrative policies and decisions. Maintain a professional office environment through a positive attitude, regular attendance, punctuality, professional communication, appropriate phone and email etiquette, and respectful interactions with others.

General Duties: Answer phones, greet visitors, and route questions appropriately. Obtains assistance for callers or visitors as needed. Manage calendars, meetings, appointments, and reminders. Schedule meetings, trainings, interviews, and department events. Prepare, proofread, and distribute documents, reports, forms, and presentations. Manage reports, correspondence, and files. Sends out letters, memos, and information. Submits office supply orders. Maintain electronic and paper files. Makes notebooks and packets to be used for seminars, workshops, etc. Submits food service orders for meetings. Designs new forms. Submits Print Shop orders. Collects, verifies, and submits mileage forms. Assists in the organizing and preparation of materials for Board Meetings. Is familiar with grant, budget and transfer information. Support communication between the Curriculum and Instruction department, campuses, district departments, parents, vendors, and outside agencies. Assist with planning and preparation for professional development, curriculum meetings, leadership meetings, workshops, and special events. Is responsible for travel forms for the department.

Other: Maintain confidentiality of student, staff, budget, personnel, and district information. Perform other duties as assigned by the Associate Superintendent of Curriculum and Instruction.

Working Conditions:

Tools and Equipment: Computer, printer, copier, scanner, phone, district software systems, email and calendar platforms, spreadsheet and word processing programs, presentation software, document-sharing platforms, audiovisual equipment, laminator, and other standard office equipment.

Mental Demands: Maintains emotional control and manages stress Works with frequent interruptions

Physical Demands: Seasonal excessive work demand Lift 15 pounds up to 45 pounds Carry 15 pounds up to 45 pounds Ability to walk, stand, stoop, kneel Sit for long periods of time Good visual acuity Speaks clearly

Wage/Hour Status: Non-exempt Pay Grade: Clerical - Paraprofessional -8