EX. ADMINISTRATIVE ASST/CERTIFICATION SPEC./HR

Clerical Assistant

Poteet ISD is accepting applications.

Primary Purpose

Ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Work under general supervision and direct the work of clerical employees assigned. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public. Ensure district compliance with state certification and licensing requirements. Work under general supervision to verify and monitor certification status of applicants and employees. Communicate frequently with applicants, employees, administrators, and outside agencies.

Qualifications

Education/Certification:

High school diploma

Bachelor's degree (preferred)

Special Knowledge/Skills:

Proficient keyboarding, word processing, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies

Excellent organization, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Ability to implement certification rules and procedures

Knowledge of school policy and business

Experience:

Three years or more advanced secretarial experience with extensive contact with people

Prior experience in executive office of public school district or another entity preferred.

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare and post official board agenda and records.
2. Record minutes of executive staff and board meetings as required.
3. Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
4. Prepare all correspondence, memoranda, and reports for superintendent using personal computer.
5. Compile information and prepare reports as needed.
6. Distribute board materials to administrators, principals, and media.
7. Prepare correspondence, forms, manuals schedules, contracts, and reports for the director of human resources and other department staff members using personal computer.
8. Distribute applicant records to principals and directors.
9. Assist with the input and maintenance of information in employee database.
10. Prepare and distribute employment contracts.
11. Process and receive criminal history record information, references, and other application materials.
12. Compile pertinent data as needed when preparing various federal, state, and local reports, including EEOC and Texas Employer New Hire Report.
13. Maintain physical and computerized departmental files.

Reception and Phones

1. Schedule appointments and maintain superintendent's calendar.
2. Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
3. Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.

Certification and Licensing

1. Audit and maintain certification and licensing information of certified or licensed professionals, paraprofessionals, and auxiliary employees.
2. Process teacher applications and verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in other states.
3. Assist principals and in assignment of teachers according to SBEC assignment criteria.
4. Process SBEC permit applications and monitor permit status.
5. Research and maintain current computerized and physical information on SBEC rules, certification requirements and processes, testing dates, etc.
6. Track certification, testing, and permit status and communicate with employees to ensure completion of certification requirements within established timelines.
7. Serve as resource person to administrators and employees on certification issues.

Accounting

1. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.

Other

1. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
2. Greet visitors and assist employees and applicants with completing applications and required paperwork.
3. Maintain a schedule of appointments, assist with scheduling and set up of interviews and meetings.
4. Maintain confidentiality of information at all times
5. Organize and manage routine work activities of the executive office.
6. Maintain physical and computerized files, including board minutes and closed session records.
7. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
8. Promote teamwork and interaction with fellow staff members.
9. Other duties as assigned by administration.

Supervisory Responsibilities

May supervise schedules of the office clerical staff as needed.

Equipment Used

Personal computer, typewriter, printer, calculator, copier, and fax machine.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer. Occasional prolonged and irregular hours.