JOB DESCRIPTION
Job Title
Administrative Assistant,
Student Services & Human Resources
Evaluation Type
Paraprofessional
Department
Student Services & Human Resources
Pay Grade
P6
FLSA
Non-Exempt
Date Revised
July 2025
Supervisor
Director of Student Services &
Director of Human Resources
BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director(s) or department head(s) and other staff members.
QUALIFICATIONS:
Education/Certification:
- High school diploma or GED
Special Knowledge/Skills/Abilities:
- Proficient skills in keyboarding, data entry, word processing, and file maintenance
- Ability to use software to develop spreadsheets and databases and do word processing
- Ability to prioritize workflow to address the multiple needs of the supervisor(s) or the department(s)
- Ability to multi-task numerous complex administrative activities
- Basic math skills
- Effective communication and interpersonal skills
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 department head(s) and other department staff members.
- Compile, maintain, and file all reports, records, and other documents as required.
Accounting:
- Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator(s).
- Prepare purchase orders and payment authorizations.
- Prepare and process department(s) purchase orders and payment authorizations.
- Order and maintain inventory of office supplies and program equipment.
Other:
- Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
- Maintain a schedule of appointments and make travel arrangements for department staff.
- Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
- Receive, sort, and distribute mail and other documents to department staff.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
SUPERVISION EXERCISED: None
MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:
- Tools/Equipment Used: Standard office equipment including personal computer 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 15 pounds)
- Environment: May work prolonged or irregular hours; occasional districtwide travel
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress