Job Description: Administrative Assistant I
Definition: Under general direction, performs specialized complex clerical work and/or a wide variety of
clerical services requiring independence, judgment, and initiative. Assists directors, coordinators and
other administrative personnel in carrying out Board Policy, District Procedures and directions of the
Superintendent.
Qualifications:
High School Diploma or GED and a minimum of two years clerical experience with at least one year
being at journeyman level. Postsecondary education may be substituted for clerical experience on a
year-for-year basis.
Knowledge, Skills and Abilities:
Working knowledge of:
 Principles and practices of clerical support procedures
 Correct business practices, correspondence and typing formats, including English grammar,
composition, spelling and punctuation
 Computer systems and software in an business environment
Ability to:
 Comprehend, follow and apply oral and written instructions, statutes, regulations and
procedures
 Plan and organize record keeping and filing systems for the work area
 Search for, select, and compile/summarize data and information
 Compare data from a variety of sources for accuracy and completeness, identify discrepancies or
inaccuracies and make corrections
 Write memoranda and correspondence related to the work
 Exhibit cheery, supportive, and cooperative behavior in working with the public and officerelated people
 Provide training and/or assistance to other staff members with word processing, spreadsheet,
and similar business software programs
 Respond to inquiries or provide information to staff, board members and public with
considerable tact, diplomacy and discretion in sensitive areas
 Perform basic arithmetic such as fractions, decimals, and percentages
 Use common business equipment
 Lift and carry file boxes up to 40 pounds, or similar office materials
Distinguishing Characteristics:
This position performs complex, specialized or full clerical support to an office, along with setting clerical
office procedures for clerks to perform. These tasks are performed with general directions from
supervisor while setting the priority. Administrative Assistants are distinguished from the
Administrative Clerk classification by the specific and greater knowledge required for a variety of
administrative processes and special projects; by the scope and impact upon the organizational unit in
assuring adherence to administrative regulatory requirements; by the requirement to analyze and use
information to make recommendations and to design and produce reports; and by the focus on
administrative work and not programmatic work.
Examples of Job Duties:
1. Assist in the preparation of reports, grant proposals, compliance reports, and other documents as
assigned.
2. Provide confidential administrative support to supervisor/s in all areas of school district operations.
3. Maintain files and records as required.
4. Prepare orders and/or change orders as required.
5. Utilize office machines and computers as required.
6. Make travel arrangements for Supervisor/s.
7. Monitor and file correspondence in areas responsible.
8. Prioritize correspondence and screen phone calls to Supervisor/s.
9. Handle phone calls and correspondence where authorized.
10. Input data where required.
11. Monitor site reports as authorized.
12. Greet visitors.
13. Other duties as assigned.
Working Environment & Equipment Used:
The physical demands include: occasional lifting (20 pounds maximum), carrying, pushing and/or pulling;
some climbing; some stooping, kneeling, crouching and/or crawling; and significant reaching, handling,
speaking, writing, hearing, and fine finger dexterity; frequent standing, walking, and sitting, and lifting
up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision,
peripheral vision, color vision, and the ability to adjust focus. Some evening and weekend work will be
required; High volume of work and strict adherence to workload may be stressful; frequent deadline
and/or pressure situations. Some travel in small aircraft required. Equipment used includes personal
computer, printer, scanner/fax machine, copy machine, telecommunication, and periodic use of other
equipment such as LCD panel projections, overhead projectors, slide projectors, and VCR.