Administrative Assistant III - Special Services

Job Title: Administrative Assistant III - Special Services

Wage/Hour Status: Non-Exempt

Reports to: Director of Special Services

Pay Grade: Clerical/Technical 5

Dept./School: Special Services

Work Calendar: 226 Days

Date Revised: 03/23/2026

PRIMARY PURPOSE

Under moderate supervision, organize and manage the routine work activities of the Special Services Department office and provide clerical support to the Director of Special Services and other department staff.

QUALIFICATIONS

Education/Certification:

• High school diploma or GED
• Associate''s degree preferred

Special Knowledge/Skills:

• Proficient keyboarding, data entry, word processing, and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and word processing documents
• Ability to prioritize workflow to address the multiple needs of the supervisor and department
• Ability to manage multiple complex administrative tasks simultaneously
• Basic math skills
• Effective organizational, communication, and interpersonal skills

Experience:

• Three years of clerical or secretarial experience
• Three years of experience in an educational setting preferred

MAJOR RESPONSIBILITIES AND DUTIES

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the Special Services Department.

2. Compile, maintain, and file all reports, records, and other required documents.

Budgeting/Bookkeeping

1. Perform routine bookkeeping tasks and maintain department budget records.

2. Prepare and process department purchase orders and payment authorizations.

3. Order and maintain inventory of office supplies and program equipment.

Other

1. Answer and respond to incoming calls, take accurate messages, and route them to the appropriate staff.

2. Maintain schedules and appointments and make travel arrangements for department staff.

3. Coordinate meeting arrangements, including preparing materials, scheduling facilities, and arranging equipment.

4. Receive, sort, and distribute mail and other documents to department staff.

5. Maintain confidentiality of information.

6. Follow district safety protocols and emergency procedures.

SUPERVISORY RESPONSIBILITIES

None.

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS

Tools/Equipment Used: Standard office equipment including personal computer and peripherals, multi-line telephone system, copier, printer, scanner, postal meter, shredder, and fax machine.

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.

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 or skills that may be required.