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