Administrative Assistant I

GONZALES INDEPENDENT SCHOOL DISTRICT

ADMINISTRATIVE ASSISTANT I: OFFICE CLERK

JOB DESCRIPTION

Reports To: Campus Principal or Department Supervisor
Employment Term: Determined by campus or department needs
Salary: According to the approved Gonzales ISD Compensation Plan

QUALIFICATIONS

Required:

• High school diploma or GED.
• Strong organizational, communication, and customer service skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Basic computer and office technology skills.

Preferred:

• Previous administrative, clerical, office, customer service, or school experience.
• Experience with student information systems, PEIMS, records management, purchasing, or financial transactions.
• Bilingual English/Spanish communication skills.
• Experience providing translation or interpretation support.
• Experience working with students, families, staff, and diverse populations.

JOB SUMMARY


Provides professional administrative, operational, and customer service support to a Gonzales ISD campus or department. This position assists with daily office operations, communication, records, scheduling, financial and administrative tasks, and other assigned responsibilities while serving students, staff, families, and community members in a welcoming, organized, and professional manner. The position requires strong communication, organization, confidentiality, initiative, sound judgment, attention to detail, and the ability to adapt to changing district and operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the daily operation of the campus or department office.
• Greet and assist visitors, answer telephone calls, respond to emails, and direct questions or concerns to the appropriate staff.
• Provide professional and courteous customer service to students, staff, families, and community members.
• Receive, prioritize, and route information, requests, and correspondence as appropriate.
• Assist administrators with calendars, scheduling, meetings, correspondence, communications, and follow-up.
• Prepare meeting materials, coordinate logistics, and assist with follow-up communication as assigned.
• Make phone calls, send communications, and relay information on behalf of administrators as directed.
• Maintain accurate records, files, reports, and documentation.
• Process forms, requests, and other administrative documents.
• Assist with student registration, enrollment, attendance, records, PEIMS, and information systems as assigned.
• Assist with purchasing, inventory, supplies, budgets, and other operational needs.
• Accurately handle money, receipts, deposits, and financial records as assigned and follow district procedures for financial transactions.
• Maintain confidentiality of student, employee, family, and district information.
• Communicate effectively with a variety of stakeholders and exercise appropriate judgment when handling sensitive matters.
• Assist with routine concerns and direct individuals to appropriate personnel when needed.
• Work collaboratively with administrators and staff and provide coverage or assistance during absences, vacancies, or periods of increased workload.
• Participate in cross-training to support continuity of campus and department operations.
• Anticipate routine operational needs, identify solutions, and communicate concerns in a timely manner.
• Adapt to changing priorities and perform other duties as assigned by the principal or supervisor.

SPECIALIZED ASSIGNMENTS


Based on campus or department needs, Administrative Assistants may be assigned specialized responsibilities, including:

• Registration and enrollment
• Attendance
• PEIMS and records support
• Substitute coordination and absence management
• Purchasing and budget support
• Reception and visitor management
• Financial recordkeeping and cash handling
• Translation and interpretation
• Lead Administrative Assistant responsibilities
• Other administrative or operational assignments

Specialized assignments may vary, change over time, and may require additional training.

LEAD ADMINISTRATIVE ASSISTANT


At the discretion of the principal or supervisor, an Administrative Assistant may be designated as Lead Administrative Assistant. This designation does not include supervisory or evaluative authority.


Additional responsibilities may include:

• Assisting with office workflow and prioritization.
• Helping coordinate coverage of essential office functions.
• Supporting onboarding and training of office personnel.
• Assisting with communication among office staff and administrators.
• Helping coordinate responses to unexpected operational needs, emergencies, or periods of high demand.
• Serving as a point of contact when immediate administrative direction is unavailable.

CROSS-TRAINING AND REASSIGNMENT


Administrative Assistants are expected to develop working knowledge of multiple office functions and participate in cross-training to support operational continuity. Duties may be reassigned based on staffing, district needs, organizational changes, or operational priorities.


Employees may be assigned to different duties, campuses, departments, or specialized responsibilities as determined by district needs. No single duty or responsibility should be considered permanently assigned to an individual unless required by law, certification, or district policy.

KNOWLEDGE, SKILLS, AND ABILITIES


The successful candidate should demonstrate:

• Strong organizational and time-management skills.
• Effective verbal and written communication skills.
• Professional and courteous customer service.
• Attention to detail and accuracy.
• Ability to maintain confidentiality.
• Ability to prioritize tasks and meet deadlines.
• Initiative, problem-solving skills, and sound professional judgment.
• Ability to work independently and as part of a team.
• Ability to remain calm, professional, and solution-oriented in challenging situations.
• Ability to adapt to changing responsibilities and priorities.
• Proficiency with computers, office equipment, and common software applications.
• Honesty and accountability when handling district funds, records, and resources.

WORKING CONDITIONS


The employee may work in a fast-paced office environment requiring frequent interaction with students, staff, families, administrators, and community members. The position requires the ability to manage multiple responsibilities, interruptions, changing priorities, and routine or unexpected operational needs.

GENERAL STATEMENT


The responsibilities listed above are representative of the position and are not intended to be an exhaustive list of all duties. Gonzales ISD reserves the right to modify assignments, responsibilities, work locations, and duties based on district and operational needs.