Administrative Assistant to Student Services

Primary Purpose: Under minimum supervision, organize and manage routine work activities and provide advanced clerical support to cabinet-level administrators, directors, or department heads. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, parents, and the general public.

Qualifications: Education/Certification: High school diploma or GED

Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets, perform data analysis, create databases, and execute word processing Ability to prioritize workflow, make independent decisions regarding planning and scheduling, and multitask numerous complex administrative activities Basic math skills Knowledge of school district organization, operations, and administrative policies Ability to read and comprehend instructions, correspondence, and memos Strong customer service skills with the ability to assist parents, students, staff, and community members in a professional, patient, and helpful manner Ability to explain district processes and requirements clearly and assist families in identifying appropriate resources or next steps Ability to work effectively with families who may be frustrated, confused, or experiencing difficulty navigating district processes

Experience: 3 years of secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations.
2. Compile, maintain, and file required records and documents.

Accounting

3. Perform routine bookkeeping, maintain budget records, and process purchase orders and payments.
4. Order and maintain office supplies and program equipment.
5. Process personnel time records, leave requests, and reports.

Safety & Security

6. Maintain emergency contact rosters, crisis binders, evacuation maps, and safety guides.
7. Provide administrative support during drills and emergencies, including calls and administrator directives.
8. Track camera access requests, maintenance work orders, and campus repair requests.
9. Maintain inventory and licensing records for district two-way radios and repeater systems.
10. Monitor security cameras and review, clip, and securely archive authorized video footage.
11. Maintain knowledge of crisis management and emergency response procedures and attend required training.
12. Ability to remain calm under extreme duress situations.
13. Manage P3/Say Something anonymous tips and route reports to appropriate staff.
14. Manage district alarm codes, service requests, and work orders.
15. Use Raptor for emergency drills and volunteer background checks.
16. Maintain required Sentinel documentation, including door-check logs and Emergency Operations Plan annexes.

Customer Service, Summer Enrollment, and Family Support

17. Serve as a professional point of contact for parents, students, staff, and community members.
18. Help families navigate district processes, forms, and documentation.

Support summer and high-volume registration.

19. Work with campuses and departments to resolve questions and provide follow-up.

Other

20. Maintain department schedules and coordinate staff travel.
21. Coordinate meetings, materials, facilities, equipment, and catering.
22. Receive, sort, and distribute mail and other documents to department staff.
23. Maintain confidentiality of information.
24. 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 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