Administrative Assistant: Operations

Administrative Assistant - Operations

Under minimal supervision, organize and conduct the routine work activities of the Operations Department. Provide clerical services to the Directors of the Transportation, Maintenance, Police, and Food Service Departments, including the Executive Director of Operations.

Qualifications:

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Proficient keyboarding, data entry, word processing, and file maintenance skills
• Knowledge of correct English usage, grammar, spelling, and punctuation
• Knowledge of basic bookkeeping principles
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or department
• Ability to maintain accurate and auditable records
• Ability to multi-task numerous complex administrative activities
• Ability to follow verbal and written instructions
• Effective organizational, communication, and interpersonal skills
• Experience: 2 years secretarial experience, preferably in public education environment preferred

Salary Information: Paygrade: H5 ($19.75- $26.25) Days: 210

Major Responsibilities and Duties:

• Records, Reports, and Correspondence: Prepare correspondence, memorandums, forms, requisitions, and reports for the directors and other Operations Department staff. Receive and process work orders and requests for emergency service. Compile maintain and file all reports, records, and other documents as required including bus incident reports, trip forms, and student records. Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders. Compile, maintain and file all reports, records and other documents as required including police reports and PD purchase orders. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office. Assist with submissions of requisitions for parts and material quotes, track shipments and noting items when received. Maintain an after-hours/weekend calendar: custodial, BAS (HVAC), security services. Assist with Maintenance Department preventive calendar and inspection scheduling. Assist with drafting of procurement documents, such as, RFP, RFQ and Board Action Sheets. Oversee employee timesheets for accuracy and communicate any issue to employee and supervisor. Compile information and submit to central office according to procedures and deadlines.
• Phones: Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.
• Accounting: Assist with Construction project Purchase Orders. Perform routine bookkeeping tasks and maintain department budget records in an accurate manner including calculating trip tickets and billing appropriate department or campus for payment. Order office supplies for department. Prepare purchase orders and payment authorizations as directed. Compile and report time records, including leave requests and reports. Prepare payroll data on department employees.
• Other: Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner. Maintain a calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials. Maintain confidentiality of information. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities: None

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment, including computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
• Mental Demands: Maintain emotional control under stress; work with frequent interruptions

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. Sealy ISD does not discriminate on the basis of race, color, national origin, sex, or disability in its programs or activities and provides equal access to the Boy Scouts and other designated youth groups.

Sealy Independent School District