Administrative Assistant

Position: Administrative Assistant (40 hrs./wk, 260 days)
Education support professionals - esp/classified - secretarial

job number

start date

open date 06/11/2026

closing date

administrative assistant

summary description

under general direction, performs highly responsible and complex secretarial work requiring the frequent exercise of independent judgment in applying and interpreting established departmental policies and procedures, and in maintaining the secretarial/clerical functions and activities of a major unit or department. Incumbent performs related work for the purpose of ensuring the efficient and effective functioning of the office and/or department.

distinguishing characteristics

the administrative assistant class differs from the administrative secretary wherein the latter position is generally assigned to support the principal of an elementary or middle school. The administrative assistant is assigned to senior administrative staff, which requires the incumbent to process information that is highly sensitive and confidential, and which requires the coordination of secretarial functions for a number of departments and a large number of programs.

the duties and responsibilities involve highly difficult, responsible secretarial duties pertaining to important documents and sensitive, confidential information of a major organizational unit or department. The position requires careful coordination of activities, a considerable amount of policy interpretation, and demanding public contact. Incumbents must be knowledgeable of all duties for which the supervisor is responsible and must be able to assist and relieve him/her of a variety of administrative and clerical details.

exemplary duties/responsibilities

performs a variety of complex secretarial/clerical administrative responsibilities of the office; may supervise and/or make assignments to subordinate clerical staff; prepares and processes purchase orders and payroll information; maintains financial and statistical information; develops office policies and procedures; interprets policies, procedures, rules and regulations for the public, office staff and district employees; refers inquiries to the appropriate individual or location; screens and routes telephone calls, correspondence, reports and bulletins;

reviews forms, reports, files or other documents for accuracy and completeness and resolves errors and omissions; may independently prepare replies and follow up on routine correspondence; researches and prepares reports of a diversified nature; prepares highly important administrative documents, materials or papers; may transcribe complex dictation; maintains calendar and schedules appointments, meetings, and conferences; records and prepares minutes of various management meetings and conferences;

relieves unit or department supervisor of routine office or technical details.

when serving as a school secretary at the high school level, the incumbent serves as liaison between the principal and staff, students and the public, and will be responsible for the preparation and timely completion of a variety of federal, state and district reports requiring the assimilation of information and computation of statistical data; maintains time and attendance records for employees and prepares payroll information;

maintains financial and statistical records.

employment standards

education/experience: any combination of education and experience that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be:

equivalent to a high school diploma, supplemented with coursework in secretarial science, business, accounting, or other related area;

and

four (4) years of responsible secretarial experience, particularly in an office that required a variety of difficult, complex secretarial responsibilities.

knowledge of: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; analyzing; and problem solving; exceptional grammar, spelling and vocabulary; the ability to perform higher level mathematical computations; basic bookkeeping and financial record keeping; understanding of district and school rules, regulations, policies and operating procedures.

skill at: working with minimal supervision; providing excellent customer service; establishing and maintaining effective working relationships; communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; adapting to changing priorities; developing and applying procedures and planning and organizing work effectively; reading and interpreting complex verbal and written instructions; setting priorities; and working with frequent interruptions.

this job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties as may be required…