Administrative Assistant III - Procurement/Travel

Administrative Assistant III Procurement/Travel

Performs basic public procurement functions and provides routine administrative support to acquire goods and services, primarily travel and p-card transactions. Reviews and processes the purchases of goods and services and manages records according to applicable federal, state, and local laws, ordinances, rules and regulations.

Essential Job Functions:

• Responsible for review and approval of travel arrangements and p-card purchases, assuring compliance with District policies, local, state, and federal procurement laws.
• Prepares and ensures accuracy of travel forms, vouchers, and purchase orders.
• Records receipt of travel forms and requisitions, inspects for accuracy, completeness, and proper authorization.
• Maintains documentation in a systematic and confidential manner.
• Reviews purchase orders for credit card assignment via third-party banking system.
• Reconciles estimates to actual charges on invoices and credit card statements.
• Provides technical assistance to ensure purchases and travel forms are processed in a timely manner.
• Serves as a District resource regarding travel and p-card policies/procedures, to include training and system assistance.
• Works effectively with District staff in regard to travel and p-card transactions and procedures.
• Prepares correspondence, forms, reports, purchase orders, and payment authorizations using financial software.

Safety:

• 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.

Supervisory Responsibilities:

• None.

Personal Work Relationships:

• 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.

Other Duties as Assigned:

• Performs all job-related duties as assigned and in accordance to the 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, Skills & Abilities:

• Knowledge of best practices for gathering, analyzing, and meeting business requirements.
• Knowledge of office procedures and operation of office equipment.
• Knowledge of financial and business software/systems to create spreadsheets, databases, reports, and documents.
• Skill in data entry, with accuracy.
• Skill with continuous improvement, applying problem-solving models, and making recommendations.
• Skill in providing exceptional customer service to both internal and external customers.
• Ability to work with numbers in an accurate and rapid manner.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to communicate effectively, both oral and written forms, speak publicly, and listen intently to other points of view.
• Ability to organize and coordinate work.
• 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.

Travel Requirements:

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards:

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• 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.
• Experience: Three (3) years of experience in administrative support functions performing detailed work, including the use of arithmetic and research.

Fort Worth Independent School District