JOB DESCRIPTION
Job Title
Administrative Assistant, Bilingual Education and Digital Learning & Library Services
Evaluation Type
Paraprofessional
Department
Curriculum & Instruction
Pay Grade
P6
FLSA
Non-Exempt
Date Revised
October 2026
Supervisor
Directors of Bilingual Education and Digital Learning & Library Services
BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to assigned Directors or Department Head and other staff members.
QUALIFICATIONS:
Education/Certification:
- High school diploma or GED required, Associate's Degree preferred
Special Knowledge/Skills/Abilities:
- Knowledge of school district organization, operations, and administrative policies
- Ability to maintain high levels of organization and efficiency while balancing competing priorities and operational needs across two distinct departments
- Highly proficient skills in keyboarding, word processing, and file maintenance
- Excellent interpersonal, organizational and communication skills
- Requires good mathematical skills
- Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
- Ability to use personal computer and software to develop spreadsheets and databases and do word processing
- Ability to initiate and complete projects and programs
- Ability to research, compile, analyze and report data clearly
- Proactive initiative and high attention to detail, with a focus on anticipating needs to set designated leaders up for success
Experience:
- Three (3) years of secretarial experience, preferably in a public education environment
CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
Records, Reports, and Correspondence:
- Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Directors, Department Head and other department staff members.
- Compile, maintain, and file all reports, records, and other documents as required.
- Maintain physical and computerized files for the overall departments.
- Schedule appointments and maintain the Directors' calendar.
- Set up meetings including reserving the venue and preparing materials.
- Make travel arrangements including making hotel reservations and turning in conference registration forms.
- Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the Directors.
Accounting:
- Perform routine bookkeeping tasks and, including simple arithmetic operations, for the designated administrators. 9. Prepare and process department purchase orders and payment authorizations.
- Order and maintain inventory of supplies and program equipment.
- Assist with department budgetary matters; developing and maintaining.
- Other:
- Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters. Receive, sort, and distribute mail and other documents to department staff.
- Receive, store, issue supplies and equipment for department.
- Keep informed of and comply with all state and district policies and regulations concerning primary job functions. 16. Project a positive image to the school and community.
SUPERVISION EXERCISED: None
MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:
- Tools/Equipment Used: Standard office equipment including personal computer, printer, calculator, copier, fax machine, and peripherals
- Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
- Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
- Lifting: Occasional light lifting and carrying (less than 25 pounds)
- Environment: May work prolonged or irregular hours; occasional districtwide travel
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress