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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