Administrative Assistant to the Deputy Superintendent

Campbell County School District; Gillette (WY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Campbell County School District seeks an Administrative Assistant to the Deputy Superintendent to provide administrative support and act as liaison between the Deputy Superintendent and staff, parents, and external partners. The role emphasizes organizing meetings, maintaining records, preparing reports, and ensuring compliance with district and state requirements.

The ideal candidate will manage calendars, coordinate documentation, assist with grants and agendas, and respond to inquiries,

Qualifications

• Experience with basic math, data handling and recordkeeping.
• Strong oral and written communication skills; ability to facilitate group discussions.
• Ability to manage multiple deadlines, organize schedules, and maintain accurate documentation.

Responsibilities

• Attend meetings and conferences to record events and disseminate information.
• Coordinate calendars, meetings, and activities for the Deputy Superintendent.
• Prepare written materials such as agendas, reports and correspondence.
• Maintain and organize a wide range of files and records with confidentiality.
• Respond to inquiries from staff, students, parents, and the public.

Skills

Office equipment

Software proficiency

Project planning

Bookkeeping

Records management

Education

Job-related education

Job description

Administrative Assistant to the Deputy Superintendent

• Educational Support Personnel

Purpose Statement

The job of Administrative Assistant to the Deputy Superintendent is done for the purpose/s of providing administrative support to the Deputy Superintendent; acting as liaison between the Deputy Superintendent and other parties; and monitoring assigned programs and/or projects.

This job reports to Deputy Superintendent

Essential Functions

• Attends meetings and workshops as assigned for the purpose of recording events, conveying and/or gathering information.
• Coordinates schedules, meetings and activities for the purpose of supporting the Deputy Superintendent with administrative functions.
• Evaluates interactions, situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate actions and/or directing to appropriate personnel for resolution.
• Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) (e.g. department specific documentation, change requests, correspondence, agendas, schedules, calendars, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
• Prepares and/or assists in preparing a wide variety of written materials (e.g. weekly enrollment reports, agendas, correspondence, purchase orders, grant applications, calendars, minutes, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Other Functions

• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; planning and managing projects; performing standard bookkeeping; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; and mastery of grammar and punctuation.

ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting deadlines and schedules; working with detailed information/data; and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

Experience

Job related experience with increasing levels of responsibility is required.

Education

Targeted, job related education with study in job-related area.

Required Testing

Pre-Employment Proficiency Test

Clearances: Criminal Justice Fingerprint/Background Clearance