Administrative Assistant I

Administrative Assistant ISalary: $18.00 - $26.29 per hourThe Administrative Assistant I provides front-desk, lobby, and building operations support, including answering the main District phone line, greeting visitors, managing mail and courier services, coordinating meeting rooms and food service, and maintaining shared spaces and supplies. Responsibilities may also include accounts payable coordination, P-Card and travel support, and processing payments in accordance with established procedures. Team members are cross-trained to ensure flexible coverage and continuity of essential functions within a centralized administration model.Essential Functions and Responsibilities:Answer main District phone number, responding to basic questions or directing callers to the appropriate staff member during assigned shiftProvide lobby coverage and greet visitors during assigned shiftsRun the District mail service; prepare and send outgoing District mail, retrieve incoming mail; sort, stamp and distribute mail physically or digitally as neededWith a member of the Admin Services team present, process received payments in accordance with documented payment proceduresAct as Building Manager to ensure buildings and the supplies within are well stocked, organized and tidy for an overall professional appearanceHandle courier services as requiredMay be responsible for scheduling and coordination of meeting rooms, including meeting setups and takedown. May require ordering and/or picking up food for meetingsMay provide support for food requests as required for meetings for their assigned campus, ensuring meals are accurate and timelyMay act as accounts payable coordinatorMay serve as Procurement Card Coordinator and/or Travel Coordinator for select staffOrder, stock and organize office, break room, and conference rooms and suppliesMaintain general cleanliness in kitchen areas, work rooms, employee break rooms, and conference roomsCoordinate service, supplies and maintain office equipment in common areas as neededMembers of the Administration Services Team will be cross-trained in multiple tasks to provide flexible support for essential functions under the centralized administration approachMaintain familiarity with strategic District levels of serviceContinuous improvement monitoring and innovation effortsProvide clerical support as requestedPerform other duties as requiredRequired Experience:Zero (0) to two (2) years of front office or related experienceExcellent communication skills including phone and email etiquetteMust be flexible, personable, positive, and cooperativeProficient with MS Office products such as Word and ExcelProficient with computers and related equipmentSolid work ethic, attention to detail, initiative, and resourcefulnessMust be able to prioritize duties and be well organizedMust have professional appearance and demeanorDesired Experience:Five plus (5+) years of front office or related experienceRequired Education/Certification/License:High School Diploma or GEDValid Texas driver's licenseDesired Education/Certification/License:NoneSuccess Factors/Job Competencies:Dependability – reliable in attendance, punctuality and trustworthy in word and actionDetail oriented – conscious effort to focus on impactful specificsOrganization – plans, implements, and follows up on multiple projects and reportsInitiative – identifies problems, recommends solutions, and implements new processesTime Management – prioritizes tasks as needed to complete on timeComprehension – understands information verbally and in written formWriting – compose e-mails, letters, etc. using correct spelling and grammarCommunication – uses verbal and written tools effectivelySupport – maintains a strong customer service ethic in all interactionsPhysical Demands and Work EnvironmentPhysical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. Employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional fieldwork that will expose the employee to weather conditions prevalent at the time.