Job Description

Job Title

Administrative Assistant, Director of Special Programs & Services

Evaluation Type



Special Programs & Services

Pay Grade




Date Revised

May 2019


Director of Special Programs & Services



BASIC FUNCTION & RESPONSIBILITY: Work under minimum supervision to provide advanced clerical services to the Director of Special Programs & Services. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.


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.


Major Responsibilities and Duties:


Records, Reports, and Correspondence:

  1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Director and department.
  2. Compile pertinent data as needed when preparing various state and local reports.
  3. Maintain physical and computerized files for overall department.
  4. Assist in compiling, maintaining, and updating departmental policies and procedures.
  5. Serve as a liaison with the Director to help ensure a manageable work-flow.
  6. Maintain communication with select outside parties on behalf of the department, including suppliers, business contacts, shareholders, etc.
  7. Schedule appointments and maintain the Director’s calendar.
  8. Set up meetings including reserving the venue and preparing materials.
  9. Make travel arrangements including making hotel reservations and turning in conference registration forms.
  10. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to various administrators.
  11. Create and maintain meeting agendas, notes, and department-wide communication systems.
  12. Manage and retain records, memos, and legal documents
  13. Manage and organize basic personnel operations for office and department staff (time-off requests, timesheet submission, office/work hours, etc.)
  14. Promote a positive climate for department and office staff


  1. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
  2. Prepare purchase orders and payment authorizations.
  3. Assist with department budgetary matters; developing and maintaining.
  4. Monitor and process personnel time records including leave requests and reports; compile information and submit for department.
  5. Create and maintain contracts approved by the Director for contracted professional services



  1. Act as confidential assistant to the administration and department; perform clerical duties relating to personnel and confidential matters.
  2. Receive, sort, and distribute mail and other documents to department staff.
  3. Receive, store, issue supplies and equipment for department.
  4. Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
  5. Project a positive image to the school and community.

EQUIPMENT USED: Personal computer, printer, calculator, copier, and fax machine

ENTRY QUALIFICATIONS: High school diploma or GED

EXPERIENCE: Three years’ secretarial experience, preferably in a public education environment





Mental Demands/Physical Demands/Environmental Factors: