Administrative Assistant, Bilingual Education and Digital Learning & Library Services (2026-2027 School Year) (10217)

JOB DESCRIPTION
Job Title

Administrative Assistant, Bilingual Education and Digital Learning & Library Services: Evaluation Type

Paraprofessional

Department

Curriculum & Instruction

Pay Grade

P6

FLSA

Non-Exempt

Date Revised

October 2026

Supervisor

Directors of Bilingual Education and Digital Learning & Library Services

BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to assigned Directors or Department Head and other staff members.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED required, Associate’s Degree preferred

Special Knowledge/Skills/Abilities:

• Knowledge of school district organization, operations, and administrative policies
• Ability to maintain high levels of organization and efficiency while balancing competing priorities and operational needs across two distinct departments
• Highly proficient skills in keyboarding, word processing, and file maintenance
• Excellent interpersonal, organizational and communication skills
• Requires good mathematical skills
• Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Ability to initiate and complete projects and programs
• Ability to research, compile, analyze and report data clearly
• Proactive initiative and high attention to detail, with a focus on anticipating needs to set designated leaders up for success

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: 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.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Directors, Department Head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain physical and computerized files for the overall departments.
• Schedule appointments and maintain the Directors’ calendar.
• Set up meetings including reserving the venue and preparing materials.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the Directors.

Accounting:

• Perform routine bookkeeping tasks and, including simple arithmetic operations, for the designated administrators. 9. Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of supplies and program equipment.
• Assist with department budgetary matters; developing and maintaining.
• Other:
• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters. Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, issue supplies and equipment for department.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions. 16. Project a positive image to the school and community.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer, printer, calculator, copier, fax machine, and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 25 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress