Administrative Assistant

Essential Functions and Ongoing Tasks

Executive Support for the Assistant Superintendent:

• Manage complex calendars and monitor daily email correspondence.
• Coordinate annual collaborations and organize large-scale meetings, including preparing agendas, tracking attendance, and monitoring CEU (BOSA) documentation.
• Develop and edit professional documents and presentations using Canva and similar platforms.
• Track and monitor the completion of professional development courses.

Data Management and DIRS Reporting:

• Manage DIRS (Disciplinary Incident Reporting System) processes, including distributing weekly error reports to sites and supporting sites with SIS (Student Information System) inquiries.
• Perform batch uploads and enter reportable incidents as required.
• Ensure all DIRS incident numbers are accurately added to suspension records.
  Maintain annual suspension tracking systems, verify checklists, and ensure incidents are correctly entered in SIS (Student Information System).

District Communications:

• Maintain, update, and distribute weekly district communications for operational and instructional leaders as well as administrative support staff.
• Ensure content is collected within established timelines and manage distribution lists.
• Manage the indexed archive of prior district communications and prompt staff for content as needed.
• Distribute the daily Administrator Outs list.

Interpersonal and Staff Support:

• Mentor and coach administrative support staff, including leading sessions focused on customer service and systems training.
• Facilitate monthly Administrative Support meetings including scheduling, preparing agendas, and documenting notes in the district communications.
• Coordinate tracking for interns, practicums, and field experience candidates, utilizing DocuSign for application processing.

Projects:

• Coordinate the “Get on the Bus” initiative by assisting with site proposals, reviewing agendas with sites, and preparing flyers for Board meetings.
• Process Lane Change pre-approval forms by verifying completion, obtaining required signatures, and distributing approved documentation.
• Perform general office management duties, including purchase authorizations, budget monitoring, and development of workflow-enhancing forms and processes.