Senior Administrative Assistant, Assistant Superintendent of Student and Family Services

Administrative Assistant, Senior

$29.00/hr + approved work experience Full Time 226 Days Equal Opportunity Employer

Reports to:

Department Supervisor Pay Grade: 507 Dept./Campus:
Assigned Department Term: 226 Days

To provide high-level administrative support to the Executive and facilitate the efficient operation of their work and department. Handle confidential information and maintain outstanding, professional communication with multiple stakeholder groups.

• Provide administrative support to the Executive and department staff, including handling correspondence, creating presentations, reports, scheduling, project management and meeting logistics.
• Manage the Executive's calendar, email and daily work schedule. Some positions require managing department calendars and meetings.
• Act as a liaison for the public, outside agencies and other district staff.
• Handle calls and emails with guardians, employees or community members and direct concerns to the appropriate person.
• Provide leadership and customer service for others in ambiguous and challenging situations.
• Assist with recruiting and hiring department staff, job posting requests, scheduling interviews, preparing and maintaining interview documentation and onboarding of new team members.
• Help prepare and manage the department's budget; handle basic accounting tasks, purchases, track payments and travel requests. Some positions may require payroll processing, absence management and reconciliation of hourly employee timecards.
• Arrange travel and conference registrations for the Executive and department staff.
• Draft memos/emails, routine correspondence and create and finalize reports and presentations for the Executive.
• Coordinate, edit and oversee the submission of Board Agenda documents for Board Meetings.
• Schedule and coordinate logistics and provide leadership support for committee meetings, retreats, staff development, and leadership meetings. This includes booking rooms, ordering supplies or food.
• Coordinate workflow, manage projects, foster collaboration and effective communication across departments and central office administrative teams.
• Support district initiatives and support other departments as needed and assigned.
• Maintain and manage departmental records in accordance with district, state and federal regulations.
• Maintain confidentiality of information.
• Demonstrate regular and prompt attendance. This position involves periodically working outside normal business hours.
• Perform other duties as assigned.

• None. All LISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.

• Graduation from an accredited high school or GED. Some college preferred.
• Significant experience in administrative support for executive level staff preferred.

• Knowledge of word processing, data entry, and file maintenance skills, including the ability to maintain accurate and auditable administrative, financial, and student records; and basic bookkeeping/accounting principles and practices.
• Skill in organization; interpersonal relations; and communicating pleasantly and effectively with the public, parents, and staff members.
• Ability to maintain confidentiality; use personal computer and software to develop spreadsheets, maintain and update databases; accomplish word processing tasks; prepare presentations; and access e-mail and Internet applications.

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Frequently communicates with other employees or public.
• Must be able to exchange accurate information.
• Ability to understand, remember, and communicate routine, factual information.
• Ability to organize and prioritize own work schedule on short-term basis.
• Ability to…