Administrative Assistant

Administrative Assistant II

Reports to: Director

Position Purpose: Provides a full range of administrative, secretarial, and clerical support; assists in preparing reports, work orders, and letters; enters digital information including fiscal information. Coordinates work and priorities among other secretarial and clerical staff.

Essential Job Functions:

• Records, Reports & Correspondence: Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related departmental activities. Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials. Prepares and maintains forms and records including personnel and payroll information. Maintains office files in a systematic and confidential manner. Monitors and processes time records including leave requests and reports. Compiles information and submits to central office according to established procedures and deadlines. Maintains departmental records according to established procedures.
• Reception & Phones: Answers incoming calls from employees, community members, and others, and provides general information, takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel. Schedules meetings and appointments and maintains calendar for director.
• Accounting & Inventory: Assists with departmental budget preparation and maintains accurate records of expenditures. Prepares and processes purchase orders and receives, stores, and issues supplies and equipment. Prepares and processes departmental payroll submissions in a timely manner; acts as liaison for the department with regard to departmental payroll issues. Maintains inventory of fixed assets, equipment, and supplies.
• Other: Assists with planning, preparation, and setup of staff meetings and departmental activities. Sorts, distributes, or delivers mail and other documents. Maintains confidentiality. Supervisory Responsibilities: Monitors the work of department secretaries and clerical aides.

Knowledge, Skills & Abilities:

• Knowledge of office procedures and operation of business office equipment.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of inventory control principles and methods.
• Knowledge of using MUNIS software in a school administration environment.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in talking to others to convey information effectively.
• Skill in actively looking for ways to help people.
• Skill in completing assignments accurately and with attention to detail.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to maintain registers of materials, supplies, time, and work performed.
• Ability to work under pressure and meet close deadlines.
• Ability to analyze, organize and prioritize work while meeting multiple deadlines.
• Ability to process and handle confidential information with discretion.
• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines.
• Ability to review work for accuracy.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to organize and coordinate work, including maintaining attention to details and quality.
• Ability to communicate effectively, both oral and written forms.
• 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.
• Certification/License: None.
• Experience: 2 years' office experience performing detailed work that included the use of arithmetic, research, or other functions; payroll; correspondence; meeting planning; working with financial or other numbers, and maintaining confidentiality collaborating with staff and other departments.

This is a grant-funded position and is contingent on availability of funds. This document is intended to describe the general nature and level of work being performed by people 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.