Administrative Assistant I - Executive Director of Teaching and Learning

Administrative Assistant to the Executive Director Teaching and LearningReports To: Executive Director of Teaching and LearningDept. /School: Teaching and LearningDuty Days: 235 DaysWage/Hour Status: Non-ExemptPay Grade: P35Date Revised: 01/2026Primary 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 GEDSuccessful work experience in a school settingProficient keyboarding and digital document management skillsExcellent organization, communication, and interpersonal skillsAbility to self-motivateExcellent telephone and public relations skillsFlexible in work situationsProficiency with Microsoft Office Suite, Google, database management systems, and design softwareExperience with budget and general bookkeepingWork with confidential materialBasic math skills.Ability to use software programs to improve the efficient operations of the departmentThree years of secretarial experienceMajor 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 platformsCoordinate communications with department personnelGreet and assist visitors and districtMaintain and schedule appointments for the Executive Director in an Outlook calendarArrange, prepare and organize for department staff interview processesMaintain receiptsMaintain an electronic filing system.Organize and maintain departmental budgetsKeep accurate financial recordsEnsure cross training and have knowledge of all department assistant's job duties and responsibilitiesPerform all other specified duties as assigned by the Executive Director of Teaching and LearningCreate and maintain the records for districtwide professional development classes in the Professional Learning Management SystemAssist staff members with questions regarding professional development portfolioMaintain digital and cloud-based departmental filesRoutine bookkeeping tasks, including simple arithmetic operations for the departmentAssist 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 informationSupervisory 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.