Administrative Assistant to Cabinet & Instructional Services

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
• Associates or Bachelors degree preferred
• Minimum of two years of administrative experience preferably in an educational or public-sector setting
• Proficiency withGoogle 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 Superintendents 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 62^nd Ave Johnston IA 50131 .