Job Title:        Administrative Assistant to the CAO                     Wage/Hour Status: Nonexempt

Reports to:      Chief Academic Officer                                       Pay Grade:      12 month, CLT 7

Dept./School:  Teaching and Learning Department                    Date Revised: 7/22/19

Primary Purpose:

Organize and manage the routine work activities of the Teaching and Learning (T&L) Department and provide secretarial (clerical) services to the Chief Academic Officer (CAO) and other T&L staff members. Communicate frequently and professionally with employee, administrators, and outside agencies.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, word processing, and file maintenance

Strong organizational, communication, and interpersonal skills

Basic math skills

Ability to use personal computer and software to develop spreadsheets, databases, PowerPoint and word processing

Experience:

Three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, manuals, reports, purchase orders, requisitions, and payment authorizations as assigned for the CAO, T&L department, and other District staff members.
2. Prepare correspondence, forms, reports, etc., for the CAO and other department staff members using personal computer. The correspondence will be professional and free of grammatical errors.
3. Compile pertinent data as needed when preparing various state, local, and federal reports. Documents may include federal grant applications and compliance reports.
4. Maintain physical and computerized departmental files.
5. Maintain accurate administrative records and prepare required reports as needed.
6. Process registration and maintain records of attendance for department and District meetings including professional development.
7. Obtain consultant and programmatic contracts for board approval.

Accounting

8. Monitor and process personnel time records including leave requests and reports; compile information and submit to HR office.
9. Compile budget and cost estimates based on documented program needs. Request appropriate documentation as required by the District purchasing matrix for both general and federal expenditures.
10. Responsible for generating department requisitions from both federal and local (general) funds.
11. Assist in the preparation of and management of the department budget (federal and local funds), each fiscal year, for the administration and general instructional functions.
12. Assist in the management of fixed assets of the department.
13. Compile and maintain the inventory of all federally funded resources.
14. Adhere to all guidelines denoted in the FASRG, EDGAR manual, and NISD purchasing guidelines.

Staff Development

15. Assist with arrangements including organizing, scheduling, reserving locations/rooms, sending reminder emails, developing, and copying materials for all District staff development.
16. Assist in the preparation and organization of District ceremonies, workshops, and staff development as needed and/or requested by the CAO.
17. Coordinate departmental out of District professional development including preparing the requisitions, registering participants, reserving lodging and District travel, and providing participants with trip details.
18. Serve as a point of contact for all staff development presenters/consultants and participants to ensure all necessary arrangements for training or office/department meetings are complete.
19. Set up and clean up after all T&L meetings, functions, and professional development sessions.
20. Maintain all sign in sheets for meetings and professional learning sessions.

Other

21. Order, store, and distribute departmental supplies and equipment.
22. Order supplies funded by federal funds and department general funds.
23. Support District campuses by providing them with requested information, materials, and supplies.
24. Answer incoming calls, take reliable messages, and route to appropriate staff.
25. Maintain a schedule of appointments and make travel arrangements for department staff.
26. Schedule meetings and appointments and maintain a calendar of events for the CAO.
27. Assist in communicating necessary information from the department to other District departments and campuses.
28. Maintains an accurate knowledge base and comply with state, District, and school policies and regulations concerning primary job functions.
29. Maintain confidentiality of information at all times.
30. Receive, sort, and distribute mail and other documents to department staff.
31. Performs other duties as assigned by the CAO.

Supervisory Responsibilities:

Manage work flow of department including Board documents, travel, purchase orders, special requests of Chief Academic Officer, and budgets.

Provide management assistance with competitive grants as awarded to department.

Equipment Used:

Personal computer, printer, calculator, copier, scanner, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.