Administrative Assistant to the Curriculum Office

2 weeks ago

Denison, United States Denison Independent School District Full time
Position Type:
Secretary/Clerical/Curriculum Secretary

Date Posted:
12/18/2024

Location:
Administration Building

Date Available:
01/21/2025

Closing Date:
01/15/2025
Department Secretary

Position Purpose
Under the direct supervision of a School Department Head, to provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents and others as required, and to assist in ensuring compliance of department/program activities with legal, administrative and District policy requirements.

Essential Functions:
  • Composes documents (e.g., correspondence, bulletins, reports) for Department Head or other Department staff for the purpose of requesting or providing information, confirming events, etc.
  • Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters.
  • Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight.
  • Attends Department and other related meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
  • Assists in maintaining the daily/weekly/monthly calendar of the Department Head for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
  • Assists in planning and scheduling department events and activities, and maintaining calendar of department events
  • Assists in overseeing workload of the Department Head for the purpose of maximizing efficiency and meeting operational requirements.
  • Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
  • Answers telephone calls, and provide information and assistance to callers.
  • Serves as liaison with outside organizations related to department activities and work.
  • Type correspondence, reports, schedules, and other instructional information as instructed.
  • Sort and distribute incoming mail.
  • Receive incoming telephone calls and note messages in writing.
  • Communicate by telephone and/or e-mail to principals and other personnel information as instructed.
  • Make other phone calls as directed.
  • Distribute instructional materials and printed information as instructed from the office to schools or specified personnel.
  • Copy instructional materials and collate as instructed.
  • Maintain curriculum library, including check out and check in of materials.
  • Maintain withdrawn elementary student files and distribute as needed.
  • Maintain account ledgers for all curriculum accounts.
  • Enter transportation & maintenance requests in the appropriate computer program as instructed by the Director.
  • Enter purchase orders in the appropriate computer program.
  • Maintain accurate staff development records in the appropriate computer program for all personnel
  • Print sign in sheets for all staff development sessions.
  • Maintain accurate records of all staff development sign in sheets.
  • Help with Elementary Play Day.
  • Exercise punctuality and good judgment in being absent from work.
  • Complete tasks promptly and accurately.
  • Reflect a positive, cooperative attitude in working relationships with other office personnel.
  • Display attentiveness to dress and personal appearance.
  • Display courtesy towards students, parents, teachers, citizens and other persons coming into the curriculum office and other areas of the administration building.
  • Exhibit concern for appearance and care of office equipment and the environment.
  • Perform other duties from time to time as requested by the administration.

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements
Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities
  • Ability to describe problems and work orally or in writing to supervisor as required.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to carry out instructions furnished in written or oral form.
  • Ability to add, subtract, multiply and divide, and perform arithmetic operations as needed for position.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
  • Ability to problem solve job-related issues.
  • Ability to work with a diverse group of individuals.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding students, employees and others.
  • Organizational and time management skills.
  • Knowledge of office management procedures.
  • Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to department (e.g., Pupil Services, Human Resources, Facilities and Business)
Physical and Mental Demands, Work Hazards
  • Works in standard office and school building environments.
  • Ability to work outdoors during outdoor student activities.
    *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile
Hence providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
  • Graduation from high school.
  • College level course work in business, word processing, and office procedures preferred.
  • Associates or Bachelor's degree preferred.
  • Successful experience with office management in related area preferred.
FLSA Status: Non-exempt

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