Administrative Assistant - Academic Services
Pay Grade: 4170
Department: Academic Services
Accountable To: Assistant Superintendent of Academic Services
FLSA Status: Nonexempt
Creation/Revision Date: January 9, 2019
Under general direction, incumbent provides administrative assistance to the Assistant Superintendent of Academic Services to include oversight and coordination of the office personnel within Academic Services.
Incumbent supports the financial management of the funding sources within Academic Services (e.g. Title I, Title III, Refugee, ARRA Summer School, Compensatory grants, etc.) to include analysis of funding sources and monitoring budget capacity. Incumbent researches program funding sources assists with grants management.
- Supports the management of the funding sources within Academic Services (e.g. Title Grants, Refugee, McKinney Vento, etc.) to include, analyzing funding source, monitoring budget, and sharing purposes of funding sources. Monitors funding sources and amounts available and authorizes expenditures, budget transfers, and contingency budget requests consistent with program goals.
- Completes grant required reports for the department, to include researching and identifying pertinent information collaborating with department administrators, entering appropriate data, preparing statistical analysis, and ensuring reporting is accurate and submitted in timely manner. Prepares for internal and external audits.
- Develops comprehensive reports and complex databases and spreadsheets for the Academic Services Department. Utilizes complex financial and student data information from District systems and databases. Reviews and ensures PCS, CRDC, student counts, census information, and other pertinent information are accurate.
- Provides direct interface between the Assistant Superintendent’s Office, Academic Services, Special Services, Finance and Accounting, Climate and Culture/Athletic Coordinator, Academic Support Programs, Private School Consortium, and other district departments, outside agencies, and the community.
- Oversees conflict and complaint procedures for Academic Services. Receives, researches, and solves conflict and complaint issues from staff, parents, community, and other constituents. Notifies Assistant Superintendent of conflict and complaint issues and the outcome of each issue.
- Provides administrative assistance to administration by scheduling appointments, screening phone calls, reviewing all incoming mail, coordinating meetings, preparing reports, drafting routine responses, directing inquiries to the appropriate official for response, identifying sensitive issues and bringing them to immediate attention of the Assistant Superintendent.
- Maintains procedures for tracking Academic Services’ administrative and support staff attendance, vacation, and conference requests. Monitors and authorizes stipends by determining appropriate budget code and correct pay rates to be processed for payroll purposes.
- Performs other duties of a similar nature or level.
To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.
- High School diploma or equivalent (G.E.D.) prior to being hired;
- Three years of executive secretary experience;
- Valid Arizona Department of Transportation Driver’s License.
It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.
- Bachelor’s degree in Administration or related field;
- Two years of school campus work experience in a public school district.
Knowledge and Skills Required:
To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills required, but not limited to, for this position include:
- Working with the general public, administrators, directors and other elected officials;
- Promoting positive public relations;
- Making independent decisions;
- Using computer software related programs, including Microsoft Office applications;
- Analyzing data, compiling and presenting materials;
- Resolving conflicts;
- Handling confidentiality regarding sensitive issues;
- Applying theories and principles in crisis management;
- Establishing rapport with administration;
- Composing, writing and editing reports and other executive correspondence;
- Supervisory theories and practices;
- Applying policies, procedures, rules and regulations established for the District;
- Assigning and monitoring the work of others;
- Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Job Contact Information
Saturday, January 12, 2019 12:00 AM
(Mountain Standard Time)