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Assistant, Administrative (Academic Services)

QUALIFICATIONS:
Experience with managing an office, personnel, and budgets. Able to effectively compile reports and maintain accurate record-keeping systems. Strong clerical skills, including proficiency in word-processing, database, and spreadsheets. Highly organized. Ability to communicate and work well with others. Ability to maintain confidentiality. Associate degree or higher preferred. School office experience preferred.
REPORTS TO:
Assistant Superintendent of Academic Services
JOB GOALS:
Work directly with the Assistant Superintendent of Academic Services to support the needs of the Academic Services Department. Oversee multiple grants and budgets. Establish and maintain effective record-keeping systems for the department.
Plan, prepare for, and coordinate events related to a variety of academic programs. Maintain clear communication between the various departments within Academic Services and the schools.
PERFORMANCE RESPONSIBILITIES:
Answer and manage the telephone system for the purpose of screening calls, transferring calls, responding to inquiries, taking messages, scheduling of appointments, and/or routine office procedures.
Provide a positive district image for all visitors and personnel who desire information and/or services.
Oversee and maintain records of all the Personnel Action Requests (PARs) that route through the Academic Services Department.
Oversee and maintain records of all purchase requisitions that route through the Academic Services Department.
Maintain program-specific budgets with up-to-date expenditures and balances.
Prepare reports to comply with Arizona Department of Education regulations.
Compile Governing Board agenda items related to Academic Services.
Monitor various programs and activities within the Academic Services Department.
Assist with monitoring school compliance with district programs and expectations.
Collect and compile reports from the district schools regarding student discipline.
Prepare materials and communications for distribution to district and school personnel.
Maintain current information for the Academic Services page of the district's website.
Compile information and create clear and concise written reports.
Prepare records such as agenda, notices, minutes, and materials for meetings.
Perform other job-related duties as assigned.
COMPETENCIES:
Problem Solving - Identifies and resolves problems in a timely manner.
Customer Service - Manages difficult or emotional situations; Responds promptly to student, staff, and public needs.
Interpersonal Skills - Maintains confidentiality; Keeps emotions under control.
Oral Communication - Responds well to questions.
Written Communication - Edits work for spelling and grammar.
Diversity - Shows respect and sensitivity for cultural differences.
Ethics - Treats people with respect.
Organizational Support - Follows policies and procedures.
Professionalism - Approaches others in a tactful and positive manner.
Safety and Security - Uses equipment and materials properly.
LANGUAGE SKILLS:
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to students, the public, and other employees of the district.
Ability to work with a variety of people and maintain confidentiality of information.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems.
TECHNOLOGY SKILLS:
To perform this job successfully, an individual should have knowledge of commonly used online resources, student information system, and Microsoft office (Word, Excel, Publisher, PowerPoint, and other appropriate software).
The ability to type 40 wpm (preferred).
Knowledge of appropriate business machines and telephones.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision and distance vision.
TERMS OF EMPLOYMENT:
Twelve-month, employee pay and benefits in accordance with Board policy.
FLSA: Non-Exempt
Full Time Employee Benefits in accordance with Board policy.
EVALUATION:
Performance to be evaluated in accordance with the Board policy on evaluation of support personnel.

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