Department Assistant - Specialized Student Services

Job Summary

Provides routine clerical and administrative support to an assigned department or program. Performs standardized office and clerical tasks in accordance with established district policies, procedures, and guidelines to support daily operations. Work is task-focused, emphasizing accuracy, organization, and customer service, and is performed under direct supervision with clearly defined processes.

Key Responsibilities

• Perform routine clerical duties, including typing, copying, scanning, data entry, and digital and physical recordkeeping in support of assigned functions.
• Prepare routine correspondence, forms, reports, and documents using district-approved templates and formats.
• Compile and enter data from multiple sources (e.g., timesheets, requisitions, travel, program operations, invoices) for review by administrative or supervisory staff.
• Track routine expenditures and maintain documentation for assigned budgets.
• Respond to routine inquiries by providing information or referring individuals to appropriate personnel based on established guidelines.
• Schedule meetings and appointments as directed; assist with logistics following established procedures.
• Maintain regular and on-time attendance.

Qualifications

• A high school diploma or equivalent education required.
• Previous clerical or administrative experience preferred.

Skills & Competencies

• Models the attributes and skills of the MPS Portrait of a Graduate.
• Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community.
• Proficiency using standard office productivity tools such as word processing, spreadsheets, and email.
• Ability to learn and use district systems and software as assigned.
• Ability to follow established policies, procedures, and written instructions.
• Ability to organize work, prioritize tasks, and meet deadlines while managing frequent interruptions.
• Effective written and verbal communication skills.
• Ability to work cooperatively with staff, families, and the public.
• Ability to maintain confidentiality as required.

Work Environment & Physical Requirements

• Primarily works in an administrative office within the school district's central office or occasionally within a school building.
• Interacts with superintendents, school board members, principals, teachers, and sometimes the public or parents.
• Must handle multiple tasks at once, such as managing calendars, preparing reports, scheduling meetings, and taking minutes during board meetings.
• Works with sensitive information related to students, staff, and district operations.
• Heavy use of computers, phones, printers, and other office equipment. Proficient with software like Microsoft Office, Google Workspace, and sometimes specialized school administration software (e.g., PowerSchool, Skyward).
• May need to lift or move items such as office supplies, file boxes, or presentation materials (generally less than 25 lbs.).

Benefits

• Vacation, sick leave, holidays.
• Retirement matched through the Arizona State Retirement System.
• Health and life insurance.

Performance Pay

Available annually.

New Hire Experience

1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement, up to a ten-year maximum.

New Hire Education

1% of the base hourly rate awarded for an AA or higher degree if not required for the position.

Pay

Base Hourly: $19.89

Schedule

Class/Calendar: B21, 12 months

Equal Opportunity Employer Statement

Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.