Administrative Assistant I - Technology

NORTHWEST INDEPENDENT SCHOOL DISTRICT

Title: Administrative Assistant I - Technology

Reports To: Executive Director of Technology and Director of Instructional Technology

Dept. /School: Technology

Duty Days: 235 Days

Wage/Hour Status: Non-Exempt

Pay Grade: P35

Date Revised: 01/2026

Primary Purpose:

Provide administrative, clerical, and operational support to the Executive Director of Technology and Director of Instructional Technology and assist the Technology Division in its daily operations. Organize and manage routine departmental activities, support Technology and Instructional Technology projects and objectives, and ensure effective communication with campuses, departments, vendors, and other stakeholders.

Qualifications:

• High school diploma or GED; college hours preferred.

Three years of administrative, secretarial, or office support experience preferred.

• Proficient use of Microsoft Office and Google Workspace, including word processing, spreadsheets, presentations, email, calendaring, and digital communication/collaboration tools.
• Ability to create and maintain accurate electronic and physical files, records, reports, and presentations.
• Excellent organization, communication, customer service, and interpersonal skills.
• Ability to work independently, prioritize multiple assignments, meet deadlines, and adapt to frequent interruptions.
• Ability to maintain accurate budget and purchasing records and perform basic bookkeeping and mathematical calculations.
• Knowledge of purchasing procedures and vendor quote processes preferred.
• Ability to prepare professional correspondence and proofread documents for accuracy.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Demonstrated initiative, dependability, flexibility, and ability to work effectively with others.

Major Duties and Responsibilities:

• Organize and manage the routine administrative activities of the Technology Department and provide clerical support to the Executive Director of Technology, Director of Instructional Technology, and department staff.

• Support Instructional Technology projects, programs, and departmental objectives by coordinating administrative activities, communications, scheduling, documentation, purchasing, and follow-up activities.

• Support the planning, coordination, and day-of execution of multiple Instructional Technology events throughout the year, including logistics, communications, materials, registration, setup, and on-site support.

• Maintain accurate department budget records, monitor expenditures and balances, and prepare budget information for review as needed.

• Coordinate with vendors to obtain quotes and supporting documentation in accordance with district and state purchasing requirements.

• Coordinate the execution and maintenance of Data Privacy Agreements (DPAs), including sending agreements to vendors, obtaining and tracking digital signatures, and maintaining accurate records of vendor contact information, agreement status, effective and expiration dates, renewals, and related documentation.

• Prepare and process purchase orders, invoices, mileage, travel reimbursements, and other purchasing or payment documentation in a timely and accurate manner.

• Receive purchased materials, verify orders for accuracy, coordinate returns or exchanges when necessary, and submit appropriate documentation for vendor payment.

• Schedule appointments, meetings, staff development activities, and travel arrangements for supervisors and department staff as needed.

• Maintain department personnel attendance and leave records and assist with other personnel documentation as assigned.

• Prepare, edit, proofread, and distribute correspondence, digital communications, forms, reports, spreadsheets, presentations, rosters, and other departmental documents.

• Maintain organized electronic and physical departmental files, including purchasing, budget, personnel, vendor, and general correspondence records.

• Answer incoming calls, greet or assist visitors, respond to routine inquiries, take accurate messages, and route requests to the appropriate staff member.

• Receive, sort, and distribute mail, deliveries, and other documents to appropriate department personnel.

• Coordinate meeting logistics, prepare materials, and assist with agendas, notes, minutes, and follow-up items as requested.

• Research, compile, and organize information and data needed for departmental reports, planning, presentations, or special projects.

• Track recurring departmental deadlines, required reports, purchasing actions, and other administrative follow-up items to support timely completion.

• Maintain department office supplies and assist with the coordination of shared office equipment and services.

• Serve as a liaison between the Technology Department, campuses, central office departments, vendors, and other stakeholders to support effective communication and workflow.

• Know and comply with applicable federal and state laws, district policies, regulations, procedures, and administrative directives.

• Maintain strict confidentiality and professional conduct in all communications and interactions.

• Perform other duties as assigned.

Supervisory Responsibilities:

N/A

Equipment Used:

Personal computer, printer, copier, scanner, telephone, calculator, and other standard office equipment.

Working Conditions:

Maintain emotional control under stress and work with frequent interruptions. Repetitive hand motions and prolonged use of a computer. Position requires frequent sitting and keyboarding and may require bending, stooping, twisting, pulling, and overhead reaching. Position requires the ability to lift up to 25 pounds to waist height. Occasional prolonged or irregular hours may be required based on departmental needs.

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.