Administrative Assistant to the Associate Superintendent

ADMINISTRATIVE ASSISTANT TO THE ASSOCIATE SUPERINTENDENT
Hiring Pay Range:  $25.22 - $26.77 per hour DOE
FTE 1.0   40 hours per week
12 Months, 261 workdays per year
Benefits Eligible, Non-Exempt
Location: Murphey Administration Center
Target Start Date: 5/8/2024

Definition: Under the supervision of the Associate Superintendent, performs skilled administrativesupport for the Associate Superintendent, Superintendent, Director of Finance, and Human Resources Manager.
Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a complete listing of all functions and tasks performed by positions in the job class.)

Responsibilities:

• Provides daily administrative support for the Associate Superintendent, Superintendent, Director of Finance, and Human Resources Manager.
• Facilitates the annual open enrollment process of students under the direction of the Superintendent, following the guidelines approved by governing board policy JFB Open Enrollment.
• Monitors current and projected enrollment to ensure balanced student to staff ratio.
• Coordinates with the district’s transportation provider to arrange transportation of students of staff members, and coordinates the bus application process for open enrollment students.
• Acts as a resource to staff for knowledge of governing board policy related to students and staff.
• Compiles student discipline data for Superintendent and Associate Superintendent and maintains student discipline records in compliance with the Arizona State Library, Archives, and Public Records General Retention Schedule.
• Maintains the Associate Superintendent’s maintenance and operation (M & O) budget account and the Move On When Reading (MOWR) Fund budget account.
• Follows procurement guidelines to provide initial supply of student ID badge holders and lanyards to schools, and coordinates mileage reimbursement for qualifying staff.
• Maintains the annual notice to parents, and the employee and community tax credit forms for the Director of Finance, including publication on the district website.
• Creates and communicates all district related calendars for students, employees, payroll, and the Community Schools C.A.R.E. Department.
• Maintains and communicates district forms used by staff in support of the Payroll department and the Human Resources department.
• Maintains and communicates current rosters of district administrators and secretaries.
• Compiles and publishes “The Guide: Employment Guidelines for the Catalina Foothills School District” for the Associate Superintendent and Human Resources Manager.
• Coordinates off-duty sheriff services for back-to-school traffic control and for 4th of July security.
• Organizes Associate Superintendent’s employee service recognition program, including the retiree recognition program.
• Facilitates advertising of Kindergarten and the Immersion programs in community publication.
• Compiles student data and invitation list for the district’s Summer Reading program in collaboration with Community Schools.
• Provides administrative support to the Superintendent, Governing Board, Executive Director of Curriculum and Assessment, Director of Finance, and Director of Alumni and Community Relations in the absence of their administrative assistant(s).
• Performs other duties as assigned by Superintendent or Associate Superintendent.

Knowledge, Skills and Other Characteristics:

• Knowledge of the general principles and practices of public administration
• Knowledge of district technological tools used by the administrative assistant
• Knowledge of software programs Excel, Word, Adobe Acrobat, and PowerPoint
• Knowledge of statutes, regulation, and guidelines regarding student enrollment and the maintenance of records
• Knowledge of CFSD goals, objectives, policies, procedures, and regulations
• Knowledge of office practices and procedures
• Knowledge, Skills and Other Characteristics:
• Skill in using multiple software programs and performing accurate data entry
• Skill in researching and analyzing information
• Skill in organizing and prioritizing work and consistently meeting deadlines
• Skill in communicating effectively, orally and in writing
• Skill in establishing and maintaining effective working relationships with staff, administrators, students, parents, and the general public

Minimum Required Qualifications:

High School diploma and three years of experience of administrative support for an executive.

NOTE: Experience supporting a school administrator is preferred.