Administrative Assistant - Academic Programs

Position: Administrative Assistant - Academic Programs 12 Month

Administrative Assistant - Academic Programs 12 Month

Job Title:

Administrative Assistant

Department:
Department of Academics

Pay Grade:
Clerical Salary Scale C13

Work Calendar:
All 12 Month Staff (Service 240 Days)

FLSA Status:
Non‑Exempt

General Purpose

Working with all staff within the Assigned Department of Academics, the Administrative Assistant will perform general and clerical duties to support school/department operations. Successful candidates will demonstrate strong attention to detail in record keeping and written communication and the ability to work well with colleagues and the public.

Main Job Tasks And Responsibilities Team Coordination

• Prepare purchase orders to procure travel for staff, make hotel and travel arrangements
• Prepare, track, procure and distribute materials and supplies
• Process and track timesheets for hourly staff and consultants (stipend, and benefits)
• Keep accurate tracking records of expenditures for content coordinators
• Serve as the backup for the interpreter assignment system
• Performs complex and confidential administrative work in support of the assigned team
• Organize meetings, including scheduling, sending reminders, preparing meeting agendas, and organizing catering, pick up and room setup

Support Effective Communications

• Prepare and distribute a variety of written materials through established communication systems (e.g., newsletters, emails, websites)
• Draft written communications from rough drafts, outlines, meeting notes, or verbal instructions
• Providing copy‑editing and other quality check support to colleagues
• Maintain accurate, accessible archives of all communications
• Develop and maintain contact databases as required

Manage Public Inquiries with Strong Customer Service

• Welcome and screen visitors and callers
• Identify needs of visitors and callers, address questions directly when possible, and triage requests to appropriate colleague

Support and Demonstrate Core Values of SCPS

• Engage in ongoing professional development relevant to position.
• Respond promptly and thoroughly to written and oral requests for information.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as an optimal role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co‑workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

Education And Experience

• High school diploma or equivalent required; coursework or certifications related to clerical duties preferred.
• Two (2) years of professional experience required; prior experience in clerical roles or accounting/bookkeeping preferred.

Knowledge, Skills, And Abilities

• Knowledge
  • Appropriate professional English grammar, usage, spelling, punctuation, and publication
• Skills
  • Use of Google Suite including:
    Google Drive, Email, Sheets, Slides and some Microsoft Office systems that are still used in the county such as Word, Excel, and Power Point
• Abilities
  • Deliver effective written and verbal communication
  • Manage time and tasks effectively
  • Consistently implement SCPS policies, regulations, and procedures relevant to office operations
  • Work cooperatively in a team environment to meet goals
  • Organize and perform work independently
  • Work on multiple projects while meeting all deadlines
  • Show sustained effort and enthusiasm in quality and quantity of work

Working Conditions And

Physical Requirements

• Work environment is inside, with moderate noise, temperatures that are controlled, and no exposure to chemicals or other negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job:
  • Standing for prolonged periods
  • Sitting for prolonged periods
  • Repetitive motions with the hands, wrists, or fingers
  • Ability to feel, grasp, or hold objects by hand
  • Discernment of colors visually
  • Discernment of letters or numbers
  • Understanding and communicating in spoken language
  • Under…