2026-2027 High School Department Administrative Assistant - Glendale High School

Job Title: High School Department Administrative Assistant (197 Days) Department: Secondary Learning Pay Grade: C123 FLSA Status : Non-Exempt Reports to: Principal GENERAL PURPOSE Responsible for providing support to the educational process with specific responsibilities for clerical assistance to the assigned Department; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources. ESSENTIAL JOB FUNCTIONS Provide clerical support for the department and assigned leader(s) to ensure the efficient and effective operation of the program. Ensure familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis. Manage telephone systems, answering, screening, transferring, and responding to calls and inquiries. Receive and greet visitors, interact professionally and courteously, and provide exceptional service. Communicate effectively with staff, parents, students, and patrons of the district. Proficient in the operation of office equipment. Coordinate and plan schedules, events, and meetings. Maintain work area in good order with needed materials, information and resource information for visitors. Attend department and/or in-service meetings conveying and/or gathering information required to perform functions. Compile data and maintain files, as appropriate, for tracking data preparing reports or processing requests. Coordinate assigned projects and/or activities completing activities and/or delivering services in a timely fashion. Work in tandem with the counselors to track transfer students from other high schools. Reconcile account balances for assigned budget categories (e.g. procurement card accounts, payroll exceptions, pay requests, substitute absences, monthly MUNIS financial sheet, etc.) maintaining accurate account balances. Compile and maintain materials, reports and data to prepare and support program operations and improvements, including compliance with state, federal, and local program requirements. Order supplies and materials ensuring availability. At the direction of the supervisor, prepare a variety of correspondence, reports and other materials documenting activities, providing written reference, and/or conveying information. Process a variety of documents and materials (e.g. time sheets, tutoring placements, etc.) disseminating information in compliance with established administrative guidelines. Research assigned topics providing information for addressing operations. Provide support and enforce safety procedures for the work area. Support the operations of the facility or department as directed by the supervisor. Perform general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, mail, etc.) Perform other duties as required / assigned. QUALIFICATIONS AND REQUIREMENTS Education and Experience High School Diploma or its equivalent. Minimum of three (3) years of job related experience with increasing levels of responsibility is required. Certificates, Licenses and Other Special Requirements Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required. Knowledge, Skills, and Abilities Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Ability to communicate effectively with staff, parents, students, and patrons of the district. Knowledge based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; and grammar, spelling and punctuation. Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions. Skill based competencies required to perform the functions of the jo…

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