Administrative Assistant, Executive Director of Budget & Compliance

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Job Posting – Administrative Assistant, Executive Director of Budget & Compliance

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Administrative Assistant, Executive Director of Budget & Compliance

JOB STATUS: OPEN

POSTING DATE: 08/25/2026

CLOSING DATE: 09/01/2026 11:59 PM

POSTING NUMBER:

LOCATION:

Budget Office

POSITION TITLE:

Administrative Assistant, Executive Director of Budget & Compliance

Assist and support executive director and instructional coordinators so that maximum attention may be devoted to educational administration.

• 1. Provide secretarial support including answering the telephone, processing mail, filing, typing, word processing and handling multiple correspondences.
• 2. Organize and manage the routine work activities in the assigned administrative department.
• 3. Perform varied typing tasks in preparation of correspondence, purchase orders, forms, and reports.
• 4. Assist in creating visual presentations, pamphlets and flyers for the department.
• 5. Obtain, gather and organize pertinent data as needed and put into usable form and forward to committees, community agencies, individuals, appropriate staff and administration.
• 6. Maintain a regular filing system, as well as a set of secure confidential files, and process incoming and outgoing correspondence as instructed.
• 7. Maintain a schedule of appointments and make arrangements for conferences, interviews, luncheon meetings and travel arrangements for the executive director and department members.
• 8. Coordinate, prepare and organize communications and information within the Budget & Compliance department and between other district departments.
• 9. Assist with planning and tracking budgets for Local, State, and Federal funds.
• 10. Manage purchasing for the assigned departments through effective tracking of all expenditures, soliciting quotes and bids, preparing purchase orders, processing items received and maintaining departmental financial records
• 11. Order and maintain supplies as needed.
• 12. Duplicate printed materials as needed.
• 13. Coordinate logistics for meetings planned by supervisor.
• 14. Assist supervisor with preparation of materials to be used for staff training.
• 15. Keep supervisor informed of the status of ongoing projects.
• 16. Welcome and assist visitors.
• 17. Promote good public relations.
• 18. Seek professional learning opportunities for personal growth in this job role.
• 19. Work collaboratively with other personnel within the Budget & Compliance department and in other district departments.
• 20. Maintain and safeguard all confidential records and information.
• 21. Take necessary and reasonable precautions to protect students, equipment, materials and facilities.
• 22. Assist in upholding and enforcing school rules, administrative regulations and Board Policy.
• 23. Correct unsafe conditions that may exist in the work area that could cause an accident. Any conditions that are not correctable by you are to be reported to the supervisor immediately
• 24. Attendance at work is an essential function.
• 25. Other duties as assigned by the supervisor or designee.

• High school diploma or G.E.D.
• 30 credited college hours or five years of experience as an administrative assistant or similar office experience preferred

• Proficient in the use of word processing, spreadsheets, and presentation software
• Proficient in the use of financial and inventory databases
• Ability to multi-task and follow verbal directions
• Working knowledge of technology hardware and software preferred
• Basic knowledge of data processing system
• Strong organizational and interpersonal skills

Computer, printer, phone, fax machine, scanner, laminator, copier, calculator and other office equipment.

Mental/Physical Demands/Environmental Factors:
Moderate lifting and carrying (15-44 pounds), reaching above shoulders, use of fingers, walking, specific visual requirements (using computer), specific hearing requirements (phone conversations).

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.

GROUP / GRADE:
Wage/Hour:
Hourly;

Reports To:

Executive Director, Budget & Compliance, Date Revised:
June 2024