Administrative Assistant I- Planning, Evaluation, and Research Services (26-27 SY)- Performance, Outcomes and Data

Administrative Assistant I - Planning, Evaluation, and Research Services

Facilitate the effective operation of the Department of Performance, Outcomes, and Data; provide administrative services to the Executive Director of Performance, Outcomes and Data.

Minimum Education/Certification:

• High School Diploma or GED
• Educational Aide II or Secretary III Paraprofessional certificate preferred

Special Knowledge/Skills:

• Excellent skills working in Microsoft Office, including but not limited to Word, Excel, PowerPoint; Google sheets, Google Forms; and Survey tools
• Excellent customer service skills
• Excellent organization and time management skills
• Excellent file maintenance skills
• Effective communication and interpersonal skills
• Ability to work well under pressure
• Ability to work simultaneously on several projects
• Excellent proofreading and writing skills
• Knowledge of budgets and accounting principles
• Knowledge of general office equipment
• Ability to learn/use District software systems and operate computer/peripherals using a variety of applications
• Bilingual (Spanish) a plus but not required

Minimum Experience:

Five (5) years of clerical/secretarial experience or other equivalent experience or background.

Major Responsibilities and Duties:

1. Perform administrative duties for Executive Director of Performance, Outcomes and Data.
2. Provide administrative services to all staff of the Division of Performance, Outcomes and Data: Executive Director of Performance, Outcomes and Data, Director of Planning, Evaluation and Research; Director of Data Governance, Coordinator of Performance Reporting and Analysis; Coordinator of Student Assessment; Program Evaluation Specialist;
3. Prepare and maintain board meeting agenda items for Performance, Outcomes and Data.
4. Prepare correspondence, memos, reports, charts, schedules, contracts, resolutions, and legal documents as directed by the Executive Director of Performance, Outcomes and Data.
5. Compose and prepare correspondence, requisitions, and reports, including but not limited to data and information for district personnel, patrons, and public.
6. Maintain and coordinate school boundaries information in eSchoolPlus and School Site Locator; respond to questions from campus staff and the public about school boundaries.
7. Prepare and distribute daily/weekly enrollment reports; work with campus clerical staff to reconcile differences between student counts in the SIS and campus head counts.
8. Reconcile differences between student counts in the SIS and campus head counts.
9. Assist with the Jack E. Singley and P-Tech Academy student selection process; and respond to questions from parents about eligibility
10. Compile information for preparing various reports for the Division of Performance, Outcomes and Data required by State and other agencies.
11. Assist with the planning, preparation and execution for department and district-level meetings and events, including, but not limited to:
1. Scheduling
2. Secure locations
3. Take RSVPs
4. Prepare necessary data and equipment
5. Set Up and Clean Up
12. Secure locations and necessary data and equipment for office and district-wide meetings, including notification of involved persons.
13. Assist with inquiries and the process for conducting research within Irving ISD.
14. Create work order requests, electronic mail, and purchase orders as directed by the Executive Director of Performance, Outcomes and Data.
15. Promote goodwill and effective public relations in all dealings with Irving ISD staff, students, parents, and patrons.
16. Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Executive Director of Performance, Outcomes and Data.
17. Handle incoming and outgoing mail for the Executive Director of Performance, Outcomes and Data.
18. Maintain information about and comply with state, district and school policies or regulations concerning primary job functions.
19. Attend district meetings and compile minutes as needed.
20. Maintain records of Performance, Outcomes and Data budget.
21. Perform accounting tasks following established district guidelines including, but not limited to, those related to budget, requisitions, purchase orders, payroll, work orders, and department's travel arrangements.
22. Assist with special projects and perform other duties as assigned.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem-solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel. Occasional prolonged and irregular hours.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.