Secretary to Assistant Superintendent

POSITION TITLE

Secretary to Assistant Superintendent

REPORTS TO

Assistant Superintendent

POSITION SUMMARY

Performs a wide variety of secretarial, clerical and administrative duties to assist and support an Assistant Superintendent in accomplishing the functions assigned to his/her area of responsibility.

FUNCTIONS OF THE JOB

Essential Functions Performs the major clerical functions assigned to the office, takes and screens incoming phone calls, types correspondence and required reports, develops spreadsheets as required to track and maintain financial or other quantitative data, maintains records and files. Assembles data and materials required for meetings, types, proofreads, makes and distributes copies, makes any necessary meeting arrangements, takes minutes as required. May prepare or assist in gathering and creating information or data for board meetings and/or assist with preparation of information for major yearly tasks of the district. May perform various tasks associated with financial matters of the district, such as payroll, collection, disbursement and/or deposit of monies, payment of bills, maintaining required records. Develops and distributes schedules and makes and/or coordinates arrangements (or assists) for various district functions or events. Initiates purchase orders as may be required for supplies, equipment for the office or for special functions that are the responsibility of the office. Makes travel arrangements and tracks and processes expense reimbursements for office. Responds to various parents, teachers, students and administrator inquiries and provides information and assistance necessary to meet their needs. Accesses, inputs and/or retrieves information from computer system or other sources as requested. Marginal Functions Assists other administrators as necessary to cover for absences or complete special projects.

Physical/Visual Activities or Demands:

Physical/visual activities or demands that are commonly associated with the performance of the functions of this job. Sitting, walking, standing, stooping or crouching to access file drawers, talking, hearing. Normal mental attention with clarity of vision at 20 inches or less as well as 20 feet or more required. Nominal physical effort required ranging from moving very light (1 to 5 lbs.) items by hand to rarely moving light to average (5 to 60 lbs.) boxes of paper and other supplies with assistance.

Environmental Conditions:

Work is typically performed in a standard office environment with normal office conditions.

POSITION QUALIFICATION REQUIREMENTS

Knowledge:

Thorough knowledge of administrative and secretarial practices, accounting procedures, and general office operations. Proficient in the operation of office equipment, including personal computers and related software applications, some of which may require advanced technical skills and specialized knowledge. Equivalent to a high school diploma supplemented by additional specialized training or coursework.

Experience:

Minimum of three years of progressively responsible administrative or secretarial experience, preferably in an educational setting.

Skills and Abilities:

Skills and abilities listed below are representative of, but not limited to, those commonly associated with this position: Demonstrated proficiency in Google Workspace applications (Docs, Sheets, Slides, Calendar, and Gmail), Microsoft Office (Word, Excel, Powerpoint), Adobe Acrobat and Zoom, to support effective communication, scheduling, recordkeeping, and document management. Ability to communicate professionally and effectively with administrators, staff, students, parents, and community members, both verbally and in writing. Ability to interact with tact, diplomacy, and professionalism when addressing concerns, resolving conflicts, and diffusing difficult or emotionally charged situations involving parents, students, staff, or the public. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and to solve problems involving several concrete variables in standardized situations. Ability to maintain confidentiality and exercise discretion in handling sensitive information and matters. Ability to prioritize tasks, manage multiple responsibilities simultaneously, and work efficiently in a fast-paced office environment. Ability to perform basic mathematical functions, including addition, subtraction, multiplication, and division; compute ratios, rates, and percentages; and interpret charts and graphs. Demonstrated reading, writing, proofreading, and speaking skills necessary to effectively perform the duties of the position. Preferred experience with educational and administrative software systems, including Infinite Campus, BusinessPLUS, Assure Force, and Frontline.

Equipment Used:

Personal computers and related software applications, photocopiers, scanners, fax machines, multi-line telephone systems, and other standard office equipment commonly associated with the position.

EQUAL OPPORTUNITY EMPLOYER

Revised February 2026