FLAGSTAFF UNIFIED SCHOOL DISTRICT NO. ONE
Job Description
Position Title: Administratiive Assistant
Department/Section: Educational Enrichment/ Adminstrative Building
Supervisor: Educational Enrichment Director
Ancillary Salary Schedule LL; $58,656 - $64,084 based on experience
Start Date: July 1, 2025
Schedule: 40 hours/week; Monday-Friday (hours TBD); 12 month position; Medical, Dental, Vision and Life Insurance benefits offered, Arizona State Retirement System; 30 days vacation; 12 days personal leave (prorated based on start date)
SUMMARY OF FUNCTION
Provides support to director, schools and departments in all aspects of the projects and activities of the Educational Enrichment Department funded through federal, state and local grants and other funds. Oversees purchasing, document preparation, project and travel logistics, file maintenance and all incoming communications. ___________________________________________________________________________________________________
Provides support for all projects of the Educational Enrichment Department, including but not limited to federal grants, FACTS out-of-school-time programming, early childhood programs, kindergarten and KinderCamp, family engagement, homeless services, tutoring, summer school, etc.
Maintains direct positive contact and effective communication with all stakeholders, including schools and departments across the district, parents and the general public.
Oversees all purchasing including identifying vendors, obtaining quotes as required, placing orders via district procurement card or purchase order, receiving orders, and approving payment. Understands and maintains requirements of district, state and federal purchasing policies. Responsible for all facets of purchase order accountings and closing of the books at the end of the year.
Processes all departmental procurement card charges monthly with documentation for submission to Purchasing.
Provides logistical support for all department activities, including reserving appropriate space, preparing needed materials, work orders and notifying/scheduling participants.
Facilitates meetings and training activities, including registration, travel and hotel arrangements and processing travel expense claims for department and all schools.
Distributes materials including mailers to families, kindergarten registration packets, KinderCamp literacy kits, summer programming letters, etc. Organizes, communicates and schedules with families interested in Early Entrance Screenings. Monitors and provides Director and Superintendent with Kindergarten registration counts from Kindergarten registration until the first day of school.
Enters and verifies all free & reduced lunch applications into Synergy throughout the year.
Receives and responds to phone calls and emails, directs communications to proper individuals when needed.
Files correspondence and documentation; opens, sorts and distributes mail.
Serves as backup support for (a) department’s payroll preparation and submission; and, (b) deposit preparation and submission when required.
Provides support for copy room equipment and supplies, including ordering and equipment maintenance as needed.
Responsible for coordinating file boxes for the department each year to Warehouse storage.
Performs other duties as assigned.
The statement outlined in this position description is intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills that may be required.
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QUALIFICATIONS
Specific training or job experience required before appointment
Three to five years experience providing specialized support related to area of assignment, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Knowledge and high level of accuracy in the use of Microsoft Office, Word, Excel, Google Sheets, Google Drive, iVisions and Synergy. Excellent communication and interpersonal skills as applied to interaction with coworkers, supervisors, administrators, the general public. Completely self motivated position.