Administrative Assistant to Cabinet & Instructional Services

Johnston Community School District • Johnston, IA • 4d ago

Job ID: 5305921

JOB SUMMARY: Provides high-level administrative support to Cabinet and the Instructional Services Department. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage a wide variety of administrative tasks. This position also supports the Teaching & Learning team with the coordination of district-level events, as well as assisting with financial and compliance-related processes.

QUALIFICATIONS

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Minimum of two years of administrative experience, preferably in an educational or public-sector setting

Proficiency with Google Workspace and Microsoft Office Suite

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Manage written correspondence and maintain organized electronic and physical filing systems.

Open and sort mail for members of Cabinet

Screen phone calls, gather pertinent information, and handle calls personally or direct calls appropriately.

Maintain and manage calendars for Cabinet members

Schedule and coordinate meetings, reserve meeting rooms, and manage shared calendar access for District Office personnel.

Arrange travel accommodations for Cabinet and members of curriculum teams.

Assist with travel arrangements and expenses for national student competitions .

Coordinate attendance at professional meetings and conventions for Cabinet members.

Support the planning and execution of key events held by the Teaching & Learning team.

Review, reconcile, and maintain monthly credit card statements across multiple staff accounts.

Generate and process purchase orders for assigned departments

Assist with inventory, ordering, and recordkeeping for curriculum, assessments, and grant-funded materials.

Maintain monthly budget documentation and ensure compliance with district purchasing guidelines

Fulfill transcript and education verification requests for alumni more than five years post-graduation.

Maintain PE exemption records for grades 9-12 and provide updates to school counselors and administrators.

Support data entry, reporting, and compliance tasks related to state-funded programs and certification initiatives.

Manage digital learning accounts and coordinate student assessment communications and reports.

Complete required training and professional development.

OTHER FUNCTIONS

Provides support to the Superintendent's office.

Provides District Office support with incoming calls and room reservations.

Performs other related duties, as assigned.

KNOWLEDGE, SKILLS & ABILITIES

General knowledge of educational services, systems, and support structures

Familiarity with general office procedures and the use of standard office equipment

Proficient in Microsoft Office Suite, Google Workspace, and digital calendar systems

Strong organizational, communication, and interpersonal skills

Familiarity with budget reconciliation, purchase order systems and event coordination

Ability to manage multiple priorities with efficiency and professionalism

Ability to maintain confidentiality and adhere to District policies and procedures

Ability to work independently and demonstrate initiative with minimal supervision

In evaluating candidates for this position, Johnston Community School District may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

Frequent sitting; moderate standing and walking

Occasional climbing, stooping, bending, kneeling, and squatting

Ability to lift and carry up to 25 lbs., push and pull up to 50 lbs.

Work is performed in an indoor office setting with occasional work in a warehouse environment

DISTRICT STATEMENT

Johnston Community School District is an equal-opportunity affirmative-action employer. It is the policy of the District not to illegally discriminate on the basis of race, national origin, religion, sex, disability, sexual orientation, gender identity, color, age, marital status in its employment and personnel practices. Johnston Community School District will provide reasonable accommodations to qualified individuals with disabilities.

There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy, please contact the Executive Director of Human Resources, 6510 NW 62nd Ave, Johnston, IA 50131, 515-278-0470.

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