Administrative Assistant for Assistant Superintendent of Support Services

Norman Public Schools; Norman (OK); On-site; USD 34,000 - 48,000; Full time

Job summary

Norman Public Schools is seeking an Administrative Assistant to the Director of Special Services. The role requires strong secretarial skills and experience within a school district, including drafting materials, scheduling, and maintaining confidential files.

Education starts with a high school diploma or GED; college hours are preferred. The position emphasizes reliability, computer proficiency (Word/Excel) and familiarity with Google Suite, PowerPoint, and Publisher.

Qualifications

• Must have a high school diploma or GED; college hours preferred.
• 3-5 years of successful secretarial/administrative experience in a school district preferred.
• Strong computer skills with Word and Excel; knowledge of PowerPoint, Publisher, and Google Suite desirable.

Responsibilities

• Type from rough drafts with graphics for agendas, memos, meeting reminders and in-service materials.
• Prepare and mail/distribute memos, correspondence, reports and communications; prepare agendas/minutes for administrators.
• Schedule meetings; arrange travel and room logistics; assist with food setup as needed.
• Receive calls, take messages, and record parent concerns; provide other assistance as needed.
• Work with Personnel to manage Tier 2 Certification records and required training for paraprofessionals.
• Process purchases and warehouse requisitions; handle blanket purchases and claim forms for Special Education and federal allocations.
• Perform other secretarial/clerical duties and assist with reception, switchboard, filing, and in-service setup.
• Perform other duties as assigned.

Skills

Customer service

Communication

Organization

Time management

Discretion

Education

High school diploma or GED

College hours preferred

3-5 years of secretarial/administrative experience in a school district

Tools

Microsoft Word

Excel

PowerPoint

Publisher

Google Suite

Job description

Description

Job Summary:

Norman Public Schools

Administrative Assistant to the Director of Special Services Job Description

Job Title: Secretary to the Director of Special Services

Credentials: None required for this position.

Education: High school diploma or GED, college hours preferred

Training or experience required: 3-5 years of successful employment as a secretary or administrative assistant with school district experience, preferred. Must have strong computer experience with Microsoft Word and Excel. Knowledge of PowerPoint, Publisher, Google Suite, and other software knowledge desirable.

Site: Special Services

Reports to: Director of Special Services

Contract: 260 days

Salary Schedule: Secretary 1

FLSA Classification: Non-exempt

Essential Job Functions

• Must be able to type from rough draft with frequent use of graphics for agendas, memo meeting reminders and in-service materials. May compose letters.
• Compile and assist with preparing and mailing/distributing memos, correspondence documents, reports and communications. Prepare agendas, minutes, etc. for administrator. Organize and maintain various files including confidential files.
• Schedule meetings and make sure all information and arrangements are made and may help with setup of food, and room. May be required to make travel arrangements as needed.
• Receive telephone calls, take and receive messages, record parent concerns and provide other assistance as needed.
• Work with Personnel to facilitate and maintain records of Tier 2 Certification for paraprofessionals assigned to Special Services, facilitate scheduling and communication for parapro testing and required training.
• Complete purchase and warehouse requisitions; complete blanket purchases, requisitions, and claim forms for Special Education and select Federal Program allocations.
• Perform other secretarial/clerical duties as assigned such as handling reception duties; assisting with switchboard when necessary; filing catalogs and other pieces of correspondence; assisting other secretaries; assisting with in-service set-up; calling in reminders for advisory board meetings, etc.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities

Successful performance of the job requires good customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accident or injury to staff or to students. It requires following school dress standards, proper attendance or leave policies, and other work-habits concerns for staff. Creativity, initiative and effective problem solving are critical to the success of the position.Help manage the computerization of school district operations. Provide training and support to district staff in the use of administrative computer systems. Perform such tasks to the ultimate benefit of the educational program. An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.

Qualifications

Working Conditions: