Secretary to Chiefs & Associate Supt Instruction Department

Secretary to Chiefs & Associate Supt. @ Instruction Department

Starting Date: Jul 1, 2026

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Education/Certification:

• High school diploma or GED
• Must have an Associate’s Degree OR have a minimum of 48 semester hours of higher education coursework OR pass a district test

Special Knowledge/

Skills:

• Knowledge of school district organization, operations, and administrative policies
• Excellent organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task complex administrative activities

Experience:

• Five (5) years of job experience as a secretary within the district or in another district of comparable size

• Transcribe and type various kinds of correspondence, reports, notices, recommendations, etc.
• Obtain, gather, and organize pertinent data as needed and put it into usable form.
• Maintain a regular filing system, as well as a set of confidential files (if required), and process incoming correspondence as instructed.
• Order and maintain supplies as needed.
• Collect, sort, and deliver mail.
• Keep books for the department budget.
• Assist in organizing materials and facilities for meetings.
• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator’s calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.

• Place, receive, and screen incoming calls and greet visitors and vendors as needed.
• Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to appropriate department or administrator.
• Assist in the promotion of positive community relations through effective e‑mail and phone communications on behalf of the Instruction Department, as well as when receiving and directing visitors.

• Maintain accurate Absence System records and prepare and submit Medical Leave documentation as needed.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.

• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Maintain an appropriate level of technology competence to meet the current and future needs of Alief.
• Implement alternative methods of instruction as needed.
• Perform other duties as assigned.

None

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of Non‑Instructional Paraprofessional Personnel.

Tools/Equipment Used: Standard office equipment including computer and peripherals

Posture: Standing, prolonged sitting, occasional kneeling/squatting, bending/stooping, pushing pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching; may also require climbing stairs and reaching over head

Lifting: Moderate lifting and carrying (up to 15 pounds);
May require occasional heavy lifting and carrying (15‑45 pounds)

Environment: May work prolonged or irregular hours; possible district wide travel; all campuses are temperature controlled with hard surface floors

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.

Position Type: Full‑Time

Salary: $41,735 to $58,134 per year

Job Category: Support Staff >
Secretary

Pay Grade: CSP6

Calendar Days: 235

2025‑2026 Salary Range:
Min. $41,735 Mid. $49,932 Max. $58,134 (Based on previous experience)

Salary is based on 235 days. If working less than 235 days, the salary will be less.