Title: Administrative Assistant–Student Achievement FY2425_127 Reports To: DOSA Instructional Programs – Curriculum Director Class: Classified – Non-Exempt- 225 Days/10 Month Location: District Office Pay Table/Range: Level 11-AA $18.02-$20.28 Job Summary: Under minimum supervision, this position serves as a confidential administrative assistant to the Directors of Student Achievement in the areas of curriculum, instruction, assessment, data, and professional development. An incumbent in this position is responsible for clerical and administrative work; and values and promotes the mission and vision of the district. The incumbent will have a substantial amount of administrative and technical detail and non-routine work delegated to them and will explain policies, procedures, and precedence to other staff, faculty, and students. The incumbent has a high frequency of responsible contact with students, staff, and the public, requiring discretion and excellent oral and written communication skills. Essential Functions Duties/Responsibilities: Assists inventory control of Curriculum/Instructional materials Provide direct administrative support to Director of Student Achievement including, but not limited to preparation of presentations, budget, tracking, calendar management, travel and room arrangements and preparing correspondence to staff, parents, students, and community members. Assists with E-grants for Gifted, ESEA/NCLB Consolidated, Title I, II, III, McKinney-Vento’s and IDEA B. Maintains documentation of required audit components for Title 1 district-wide in compliance with federal guidelines and District policies. Assists as directed with coordination and scheduling the Mentor Protégé program Manage and monitor assessment process, ensuring security and confidentiality regarding state and district assessments. Ensure accuracy of demographics and assessment scores and confirm adequate numbers of assessments are ordered. Assists in creating and processing CEU’s and maintaining current credits with OPI Creates ad hoc reports for reporting using In?nite Campus. Collect quantitative and qualitative data to complete federal, state and/or district reports. Maintains accurate financial records for federal grants for Director of Fiscal Services and Director of Student Achievement. Coordinates the purchasing process, to include processing of purchase orders, receipt, verification, and distribution of materials. Arranges the details of professional development events including, contracting with presenters, scheduling of space, arranging for presentation materials and technology, and other requirements. Completes contracts for all curricular and assessment programs used by the district. Communicates with the public, employing discretion and good judgment, assisting individuals to appropriate resource to efficiently resolve their concerns. Maintains a schedule of required reports, projects, and other curricular program deadlines. Order and distribute books and academic materials as necessary coordinating with publishing companies for samples for adoption and ensuring that all billing and shipping issues are resolved with vendors and staff. Work efficiently and with a service-oriented attitude under stressful situations with frequent interruption. Complete computer data entry work, using District computer programs, to input a high volume of data with speed and accuracy, including confidential data. Organize and maintain curriculum, staff development and Title 1 supplies and files. Professionally represent administrators as directed in communications with constituents providing accurate information, facilitation, and problem resolution. Create and manage web-based surveys for the curriculum program. Work with Webmasters to maintain Curriculum and Instruction section of District web page. Provides general clerical support (greet customers, answer phone, distribute mail) to assist the Administration office on an as needed/as requested basis. Serves as the front desk representative greeting and communicating over the phone or in person with the public and employees, employing discretion and independent judgment, directing individuals to the proper location or correct person, and efficiently resolving their concerns. Prepares agendas and schedules for meetings. Records and distributes minutes or other records for meetings. Performs other related duties as assigned. Required Skills/Abilities: Excellent verbal and written communication skills. Excellent interpersonal and customer service skills. Proficient in Microsoft Office Suite or related software. Excellent organizational skills and attention to detail. Basic understanding of clerical procedures and systems such as recordkeeping and filing. Ability to work independently. Ability to effectively problem solve to identify issues, interpret data and implement Action-plans. Ability to schedule activities, meetings, and/or events, gather, collate, and/or classify data. Ability to adapt to changing work priorities. Ability to effectively communicate with diverse groups, students, parents, staff and establish and maintain effective relationships. Ability to maintain confidentiality and use discretion related to employment and student matters. Ability to establish and maintain effective working relationships with students, the public, and staff members. Ability to perform duties with awareness of all District requirements and Board policies. Ability to set priorities, work as part of a team and work with and manage frequent interruptions. Skill in preparing and maintaining accurate records and using pertinent software applications (as required). Education and Experience: High School diploma or equivalent A minimum of one (1) year experience working in an office environment performing similar administrative and clerical work. Successful experience and efficiency working with Microsoft Office 365 software suite. Advanced skill in operation of computers developing documents. Montana Driver’s License or the ability to obtain license within three months of hire Working Conditions: Duties are primarily performed in an office environment at a desk or at a computer. The incumbent will experience interruptions while performing normal duties during the regular workday. The incumbent will have contact, in person. via email, or on the telephone, with faculty, management, staff and the general public. Physical Requirements: Typically, may sit for extended periods of time. Regularly lifts, carries and/or moves objects weighing up to 25 pounds. Carrying, pushing, and/or pulling; some climbing and balancing; frequent stooping, kneeling, crouching, and/or crawling. Operates a computer. Communicates over the telephone, by email, and in person. Occasional travel/mobility between schools, or between schools and the Administration office, may be required. Special Qualifications: A sensitivity to and understanding of the diverse academic. socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.