Job Description
Job Title  Administrative Assistant,  Director of Construction and Planning		Evaluation Type Paraprofessional	Department  Construction
Pay Grade  P6	FLSA Non-Exempt	Date Revised  Sept. 2024	Supervisor  Director of Construction and Planning

 

BASIC FUNCTION & RESPONSIBILITY: Work under moderate supervision to provide advanced clerical services to the 

Director of Construction and Planning. Manage confidential information and frequently contact all levels of district employees, outside agencies, and the general public. 

ENTRY QUALIFICATIONS: 

• A high school diploma or GED;
• Fluency in English and Spanish is preferred.  

 

EXPERIENCE: 

• Three years of secretarial experience, preferably in a public education environment.

 

KNOWLEDGE, SKILLS & ABILITIES: 

 

• Knowledge of school district organization, operations, and administrative policies 
• Ability to multi-task numerous complex administrative activities 
• 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 

 

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: 

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Director of Construction and Planning.
• Compile pertinent data as needed when preparing various state and local reports. 
• Maintain physical and computerized files for the operations. 
• Assist in compiling, maintaining, and updating departmental policies and procedures.  

• Maintain communication with select outside parties on behalf of the department, including vendors, business contacts, etc. 
• Schedule appointments and maintain the administrator's calendar. 

• 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 Director of Construction & Planning or other administrators. 

 

 

Accounting: 

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator. 
• Prepare purchase orders and payment authorizations; manage nutrition applications and correspondence with families regarding payments and refunds. 

Other: 

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters. 
• Receive, store, and issue supplies and equipment for the department. 
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions. 
• Project a positive image to the school and community. 

 

EQUIPMENT USED: Personal computer, printer, calculator, copier, and scanner 

 

SUPERVISION EXERCISED: None 

 

Mental Demands/Physical Demands/Environmental Factors: 

 

• Tools/Equipment Used: Standard office equipment, including personal computer 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 15 pounds) 
• Environment: May work prolonged or irregular hours; occasional district-wide travel 
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress