District Administrative Assistant II

About the Employer

2026-2027 District Level Department Administrative Assistant II - Professional Development

Job Title

Job Title: District Level Department Administrative Assistant II
Department: Professional Development
Pay Grade: C160
FSLA Status: Non-Exempt
Reports to: Director III-Learning Development

General Purpose

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

Essential Job Functions

Performs a Variety of Complex Office and Clerical Work

Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.

Deals with Non-Routine Matters

Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues and address appropriately.

Exercises Judgment and Independent Thinking

Exercises judgment and independent thinking relative to anticipating requirements of administrators and staff for information, assembles information for upcoming reports, and tracks events or situations to keep administrators and staff informed.

Performs Varied Office and Secretarial Work

Performs varied and highly responsible, often confidential, office and secretarial work for administrators and staff in the executive and department offices.

Meets Strict Deadlines

Meets strict deadlines, coordinate, collect, proofread/edit, and work closely with administrators and the administrative service manager to finalize and ensure timely delivery of material for meetings.

Exercises Initiative

Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs.

Frequent Contact with Leaders and Organizations

Work involves frequent contact with leaders and other organizations, requiring sensitivity, good judgment and strong interpersonal skills.

Maintains Confidentiality

Maintains confidentiality as required by board of education policy and/or state or federal law.

Interacts with School Community and System

Interacts with all aspects of the school community and the school system.

Performs Secretarial and Office Support Duties

Performs a variety of secretarial and office support duties such as answering the telephone, take messages, screen and route calls, maintain files, etc.

Receives and Greets Visitors

Receives and greets visitors and determine the nature of their business, assisting as needed or refer to other staff/office as appropriate.

Participates in Meetings and Trainings

Participates in meetings, trainings, workshops, professional learning, etc. conveying and/or gathering information required to perform job functions.

Processes Time and Attendance

Processes time and attendance as necessary.

Schedules Calendars and Appointments

Schedules and maintains executive and department director’s calendars, arrange appointments, meetings with staff, business and community leaders, state and local government officials, attorneys, board members, etc.

Researches and Compiles Reports

Researches, compiles, creates and distributes reports to the director and/staff or other stakeholders as directed by the supervisor.

Answers Inquiries and Maintains Records

Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions.

Maintains Office Records

Maintains office or unit records for program and process actions including those regarding procurement and fiscal matters.

Qualifications and Requirements

Education and Experience

High school diploma or its equivalent. Minimum of four (4) years of job-related experience with increasing levels of responsibility is required.

Certificates, Licenses, and Other Special Requirements

Must pass a criminal background clearance, the results of which must be satisfactory to the district, required.

Knowledge, Skills, and Abilities

Knowledge-Based Competencies

Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.

Skill-Based Competencies

Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.

Ability-Based Competencies

Ability to analyze situations to define issues and draw conclusions.
Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.

Ability-Based Competencies (continued)

Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
Ability to analyze issues and create action plans.
Ability to collaborate and communicate effectively with internal and external stakeholders.
Ability to apply critical thinking/problem solving to improve work processes.

Ability-Based Competencies (continued)

Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.

Ability-Based Competencies (continued)

Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

Work Environment

Work environment is primarily inside, where the noise and temperature levels are moderate.

Sedentary Work

The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.

Physical Abilities Required

Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking