Job Description


CATEGORY: Classified

TITLE: Administrative Assistant Intermediate


Provide administrative office support to a program or department requiring confidentiality and
maintenance of specialized databases.


1. Education and/or experience equivalent to a High School Diploma or GED
2. Associate’s Degree from an accredited college or university in Public Administration or related
field preferred
3. Two (2) years of progressively responsible secretarial administrative support experience
preferably in a school setting
4. State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
5. Completion of District administered skills tests
6. Some positions may require fluency in Spanish

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act,
may include any of the following tasks, knowledge, skills, and other characteristics. This list is
ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by
incumbents of this class.)


- Verify, maintain and update statistical information using the district management systems related
to program, department or school.
- Compile data for reports and files; organize and gather information related to program, department
or school.
- Prepare detailed and complex reports of a confidential nature; review data files and records for
accuracy; correct errors or contact appropriate personnel for missing information.
- Retrieve and store files according to District, State and Federal regulations.
- Download, verify, and revise data; prepare notices and forms related to program status.
- Welcome and direct visitors to appropriate areas and personnel.
- Type correspondence; process daily mail, maintain files, and create new files and records.
- Respond to inquiries electronically and address phone calls regarding problem solving.
- Process requisitions; maintain budgets.
- Perform other duties as assigned.


- Knowledge of federal, state and District rules, regulations, policies and procedures related to area
of assignment
- Knowledge of complex computer applications
- Knowledge of file maintenance/recordkeeping practices and procedures
- Knowledge of business writing/correspondence
- Knowledge of general office practices and procedures
- Knowledge of general office electronic and telecommunication systems
- Skill accurately and efficiently compiling, analyzing and interpreting complex reports - Skill accurately entering, maintaining, updating and retrieving information from several databases,
and using District applications for information
- Skill researching and gathering information of a confidential nature
- Skill utilizing verbal and written communication in the preparation of data, reports and
- Skill utilizing customer service techniques responding to requests, inquiries and complaints.
- Skill establishing priorities and handling multiple projects simultaneously
- Skill establishing and maintaining effective working relationships


Fast paced general office environment may have extensive student and public contact


Repetitive motion and eye strain through extensive utilization of computer hardware and software
Mostly sedentary work
Frequent standing, stooping, bending and reaching
Occasionally lifting, pushing or pulling up to 25 lbs.

WORK YEAR: 10 to 12 months depending on location

DEPARTMENT/SCHOOL: School/Department


REPORTS TO: Principal or Department Head

EVALUATION: Classified Personnel Evaluation


PREPARED: March 2000

REVISED: May 2020

Application Instructions

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