Administrative Assistant - District Operations

Administrative Assistant District Operations

Assists in planning and completing purchasing of products/services for the Operations Division, including processing Purchase Card (P-Card) transactions and auditing statements. Assists with acquiring resources within budget and facilitating communication between FWISD and vendors in order to deliver products/services. Maintains standard office files and initiates general correspondence as appropriate.

Provides administrative support to District Operations. Answers inquiries regarding established policies and procedures. Collects, verifies, processes, and maintains all information related to the P-Card program. Reconciles purchase card expenditures and works with other staff members to collect receipts and invoices needed for the reconciliation of the expenditures tied to purchase card expenses. Initiates, composes, and edits correspondence involving explanations of receipts and charges. Acts as troubleshooter for Operations employees to solve problems concerning P-Card processes. Prepares reports regarding budget expenditures; prepares and maintains forms and records. Assists staff in preparing training documentation for meetings, and facilitating conference calls. Prepares, maintains, and compiles minimally to moderately complex reports. Collects documents and procurement items for the monthly purchase card statement reconciliation due to Purchasing monthly for assigned P-Cards. Prepares supporting documents for bid solicitations, Requests for Proposals (RFPs), and Requests for Competitive Sealed Proposal (RFCSPs) for goods and services to be purchased; edits requisitions from sources; confers with FWISD officials regarding requirements, specifications, quantity, quality, timely delivery of merchandise, and delivery requirements. Supports the procurement process for the division through the support of budget stringing and budget transfers. Assists staff in identifying best method for expediting procurement processes. Prepares documents prior to purchasing and legal review process. Works closely with District purchasing personnel to ensure legal purchasing compliance.

Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition. Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures. Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals. Exhibits high professionalism, standards of conduct and work ethic. Demonstrates high quality customer service; builds rapport/relationship with the consumer. Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Performs all job-related duties as assigned and in accordance with Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge of office procedures and operation of business office equipment. Knowledge of records administration and maintenance techniques and procedures. Knowledge of inventory control principles and methods. Knowledge of using MUNIS software in a school administration environment. Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary. Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word. Skill in performing mathematical calculations with accuracy and data entry with minimal errors. Skill in talking to others to convey information effectively. Skill in actively looking for ways to help people. Skill in interpersonal relationships, including using tact, patience, and courtesy. Ability to accurately prepare and maintain records, files, and reports. Ability to maintain registers of materials, supplies, time, and work performed. Ability to work under pressure and meet close deadlines. Ability to analyze, organize and prioritize work while meeting multiple deadlines. Ability to process and handle confidential information with discretion. Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines. Ability to review work for accuracy. Ability to use software to create spreadsheets, databases, and do word processing. Ability to organize and coordinate work, including maintaining attention to details and quality. Ability to communicate effectively, both oral and written forms. Ability to engage in self-evaluation with regard to performance and professional growth. Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travels to school district buildings and professional meetings as required.

Posture: Prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting. Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching. Lifting: Occasional light lifting and carrying (less than 15 pounds). Environment: Works in an office setting; may require occasional irregular and/or prolonged hours. Attendance: Regular and punctual attendance at the worksite is required for this position. Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications Education: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required; Associate's degree from accredited college or university preferred; Certification/License: None. Experience: 1-3 years' performing detailed work that included the use of arithmetic, researching data, or working with financial or other numbers required; 1-3 years' processing procurement requests and/or processing purchase-card preferred.