2026-27 Administrative Assistant IV - Shadow Mountain HS

Location: Shadow Mountain High School – 11-month, non-interim position (8 hours per day, Grade 18, $17.99 per hour). Start date: immediate.

About the role

The Administrative Assistant IV provides complex, confidential secretarial and administrative support to the high-school principal and other site administrators. Responsibilities include conveying information about school functions, ensuring efficient office operations, and coordinating assigned projects and activities.

Responsibilities

• Compile data from diverse sources (student records, time sheets, calendars, budgets, Internet research) to prepare reports, recommendations, and informational materials.
• Coordinate projects, functions, and program components (meetings, in-service events, graduation) to deliver services on schedule.
• Maintain manual and electronic documents, files, and records (budget data, employee records, financial records, reports) in accordance with administrative guidelines and legal requirements.
• Monitor activities on behalf of assigned administrator (program components, meeting arrangements, account balances, work orders, school marquee) to meet goals and deadlines.
• Oversee student referrals for illness or disciplinary action to ensure student welfare and office security.
• Supervise office work activities to organize assignments, monitor progress, and ensure completion within guidelines.
• Participate in meetings, workshops, and trainings to provide or receive information, record minutes, and support attendees.
• Prepare confidential and non-confidential reports, documents, and correspondence (letters, memoranda, meeting minutes, charts, reports, manuals, newsletters, purchase orders).
• Present administrative procedures (department policies, submission processes) to orient new personnel and disseminate information to existing staff.
• Process documents and materials (time sheets, work orders, requisitions, travel reimbursements, budget transfers, paychecks) in compliance with administrative and regulatory requirements.
• Procure supplies and materials to maintain availability of required items.
• Reconcile account balances for assigned budget categories to maintain accuracy.
• Represent assigned administrator in their absence to convey or gather required information.
• Research topics (current practices, policies, education codes) to provide information, recommendations, or address administrative requirements.
• Respond to inquiries from internal and external parties (staff, parents, students, public agencies) to provide information, facilitate communication, or direct action.
• Schedule activities (appointments, meetings, travel, facility usage) to arrange necessary details for assigned administrator.
• Support assigned administrative personnel to assist with their functions and responsibilities.
• Perform other related duties as assigned to ensure efficient functioning of the work unit.

Requirements

• High school diploma or equivalent.
• Job-related experience is desired.
• CPR and First Aid certificates.
li>Valid Arizona DPS Level I IVP Fingerprint Clearance Card (www.azdps.gov/services/public/fingerprint).
• Pre-employment proficiency test, criminal background clearance, and continuing education/training as required.

Skills

• Operate standard office equipment and software applications; plan and manage projects; perform basic bookkeeping and record-keeping.
• Perform basic math, including calculations using fractions, percents, and ratios; read technical information; compose documents; facilitate discussions; solve practical problems.
• Understand grammar and punctuation concepts; basic bookkeeping principles; business telephone etiquette; common office machines.
• Schedule activities, meetings, and events; gather and collate data; use job-related equipment.
• Work independently with others in varied circumstances; handle data using defined processes; operate equipment using standardized methods.
• Work with diverse individuals and groups; manage data of varied types and purposes; utilize job-related equipment.
• Analyze issues and create action plans; interpret guidelines independently; troubleshoot equipment issues.
• Communicate with diverse groups; maintain confidentiality; meet deadlines and schedules; set priorities; work as part of a team; handle constant interruptions.

Work Environment

The role requires occasional lifting, carrying, pushing, pulling, stooping, kneeling, crouching, and significant fine finger dexterity. The position involves approximately 75% sitting, 10% walking, and 15% standing. The job is performed under conditions with some exposure to risk of injury or illness.