Position Title:  Administrative Assistant - 6-8 Department Heads (English, Math, Science, Social Studies, and World Language)

Reports to:   Middle School Department Heads/Principals

TERMS OF EMPLOYMENT:  Administrative Staff - 10 months with an additional 5 days prior to the beginning of the school year and an additional 5 days at the end of the school year.

Class B with benefits according to the LEA Unit D collective bargaining agreement.  

January 5, 2026 start date.  30 hours per week. $31.13 - $38.88 per hour.

JOB GOAL: Employee performs a variety of secretarial and financial duties to manage the operations of the offices and support middle school department heads at both middle schools. 

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

• Maintain records of purchases, balances and expenditures for department heads/tracking in accordance with the Finance Department’s guidelines 
• Requisition the purchase of instructional materials; distribute as needed, and maintain inventory for each department
• Complete clerical functions related to communication with staff (compiling, copying, mailing, emailing)
• Complete, track, and maintain records related to payroll, attendance, expenses, and mileage for department heads as required by the district
• Coordinate conference and travel for the department heads and staff members  
• Assist department heads in planning field trips for students
• Maintain supply closets, including inventorying, ordering and restocking
• Maintain department head calendars, booking appointments and meetings
• Correspond with Staff with updates, scheduling of meetings and observations, and instructions as required by the department heads
• Maintain and update all student records as needed by department heads
• Perform a variety of related duties as required by department heads 

EDUCATION & EXPERIENCE: 

High school diploma or equivalent and 1 – 2 years of experience in administrative, clerical, financial or secretarial work, preferably in a school environment; or any equivalent combination of education, training, certification and experience. 

Must have knowledge of clerical and office management principles and practices, and computer systems, word processing, spreadsheet, G-Suite navigation and database software.

Ability to establish and maintain effective and harmonious working relationships with the public, officials and department personnel; ability to work independently in an efficient manner; ability to communicate effectively in written and oral form; ability to establish and maintain a record keeping systems; ability to operate a telephone and standard office equipment; ability to manage multiple tasks in an efficient manner; ability to deal tactfully with staff.

Skill in operating computers and applicable word processing and statistical applications; excellent customer service skills.  Must have strong record keeping, bookkeeping, secretarial, organization, communication and customer service skills.

Experience and commitment to working in a racially and culturally diverse teaching and learning community. 

Applicants for employment are considered without regard to age, disability, race, religion, sexual orientation, gender identity, marital status, national origin, or military status.