Administrative Assistant III - Chief/Deputy

Job Title: Administrative Assistant III - Chief/Deputy

Exemption Status: Nonexempt

Reports to: Deputy Superintendent

Pay Grade/Days: Clerical/Technical - 5

Dep't/School: Superintendent's Office

Work Calendar: 226 Days

Date Revised: 07/07/26

PRIMARY PURPOSE

Under moderate supervision, organize and manage the routine work activities of central administrative department offices and provide high-level administrative and clerical support to senior administrators.

QUALIFICATIONS

Education/Certification:

• High school diploma or GED
• At least two years of college credit preferred

Experience:

• 3 years clerical/secretarial experience

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities
• Demonstrate thorough knowledge of the Public Information Act and established procedures for responding to requests
• Demonstrate thorough knowledge of the Local Government Records Act and the Open Meetings Act

MAJOR RESPONSIBILITIES AND DUTIES

Policy, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, presentations, other documents for senior staff.

2. Compile pertinent data used to prepare various required state and local reports, including official District meeting minutes, closed session records, grievances, public information requests, required training compliance records, District policy and other official District records.

3. Manage legal correspondence, files and requested information.

4. Maintain schedules on required public notices.

5. Administer and oversee open records requests; coordinating, recording and preparing all responsive information.

Clerical Support

1. Greet visitors and respond to inquiries from staff and public; refer appropriate inquiries or problems to corresponding campus and district staff and maintain a high level of confidentiality. Answer incoming calls, take reliable messages, and route to appropriate staff.

2. Serve as backup to Superintendent's Executive Administrative Assistant for school board meetings.

3. Schedule appointments, maintain administrators' calendars, and set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.

4. Make travel arrangements including making hotel reservations and turning in conference registration forms.

Budgeting/Bookkeeping

1. Oversee and monitor financial administration for department and grant-funded budgets.

2. Prepare and process department purchase orders and payment authorizations, in accordance with federal, state, and district policies.

3. Assist with record keeping of any grant activity within the office. Maintain state records, grant applications, compliance reports, and amendments, etc.

4. Serve as the point of contact for the district spirit shop including working with vendors and filing purchase orders.

Other

1. Coordinate and attend District meetings and other events as required.

2. Comply with policies established by federal and state laws and regulations, and local board policy.

3. Maintain confidentiality.

4. 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 (including Google Workspace and Canva), multi-line telephone system, Copier/printer/scanner, postal meter, shredder, 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 lifting and carrying (typically less than 25 pounds)

Environment: May work prolonged or irregular hours; occasional district-wide 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.