NORTHWEST INDEPENDENT SCHOOL DISTRICT
Title: Administrative Assistant to the Executive Director Teaching and Learning (0408D)
Reports To: Executive Director of Teaching and Learning
Dept. /School: Teaching and Learning
Duty Days: 235 Days
Wage/Hour Status: Non-Exempt
Pay Grade: P35
Date Revised: 01/2026
Primary Purpose:
Organize and manage the routine work activities of an administrative department office and provide clerical services to the Executive Director of Teaching and Learning.
Qualifications:
- College hours, high school diploma or GED
- Successful work experience in a school setting
- Proficient keyboarding and digital document management skills
- Excellent organization, communication, and interpersonal skills
- Ability to self-motivate
- Excellent telephone and public relations skills
- Flexible in work situations
- Proficiency with Microsoft Office Suite, Google, database management systems, and design software
- Experience with budget and general bookkeeping
- Work with confidential material
- Basic math skills.
- Ability to use software programs to improve the efficient operations of the department
- Three years of secretarial experience
Major Duties and Responsibilities:
- Prepare correspondence, reports, agendas, memos, and other documents.
- Event planning-design and manage departmental meetings, teambuilding, and conferences from start to finish.
- Compose correspondence and proof work.
- Manage daily communication via phone, email, and digital platforms
- Coordinate communications with department personnel
- Greet and assist visitors and district
- Maintain and schedule appointments for the Executive Director in an Outlook calendar
- Arrange, prepare and organize for department staff interview processes
- Maintain receipts
- Maintain an electronic filing system.
- Organize and maintain departmental budgets
- Keep accurate financial records
- Ensure cross training and have knowledge of all department assistant''s job duties and responsibilities
- Perform all other specified duties as assigned by the Executive Director of Teaching and Learning
- Create and maintain the records for districtwide professional development classes in the Professional Learning Management System
- Assist staff members with questions regarding professional development portfolio
- Maintain digital and cloud-based departmental files
- Routine bookkeeping tasks, including simple arithmetic operations for the department
- Assist with the preparation of purchase orders.
- Monitor and process personnel time records including leave requests and reports, compile information and submit to the appropriate department.
- Maintain the confidentiality of information
Supervisory Responsibilities:
Assist the Executive Director with the management of the department clerical staff.
Equipment Used:
Personal computer, multifunction printer/copier/scanner, calculator, and digital communication tools.
Working Conditions:
Work with frequent interruptions; maintain emotional control under stress; repetitive hand motions; occasional prolonged and irregular hours. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.
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, alternative methods of performing your duties, or skills that may be required.