CLERK - ADMINISTRATIVE ASSISTANT STEM ACADEMY

Administrative Assistant

Reports to: Assigned Staff of Operating Partner

Pay Grade: Clerical 5

Dept./School: STEM Academy

Days: 227

Qualifications:

• High School diploma
• Good communication and organizational skills
• Detailed focused
• Proficiency with Microsoft Office Package including Word, Excel and Outlook
• Ability to successfully complete a criminal background check and drug screen

Major Responsibilities and Duties:

• Regularly consult with the Operating Partner regarding school office operations
• Performs various day-to-day clerical and administrative functions in support of the office and department
• Performs any combination of entry-level clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation and reception duties
• Ability to learn and implement district and Operating Partner's procedures, policies and programs
• Assist with school and Operating Partner events
• Screens office calls, visitors, and mail
• Provides information and assistance including responding to sensitive requests for information and assistance, research information and office policies, assists the students, faculty, staff, vendors or visitors
• Responsible for sorting and distribution of mail
• Answer special requests or solve problems, routing to senior staff members as appropriate
• Assist with daily attendance, rosters and necessary student reports
• Provide weekly reports of absences for teachers and staff as requested
• Maintain hourly employee and substitute teacher time sheets along with submitting monthly substitute payroll
• Oversee student and campus activity funds, including collecting money, issuing receipts, purchasing, and submitting reimbursement requests
• Confer regularly with immediate supervisor and Operating Partner to coordinate activities, exchange information and resolve problems
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order
• Articulate the school's mission to the community and solicit its support in realizing the mission
• Other duties as assigned

Schedule: This is a 227-day appointment. Generally, the hours for this non-exempt classified position are Monday through Friday from 7:00 am to 4:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening and weekends to meet the needs of the department.

Expectations:

• Ability to handle highly confidential material
• Ability to exercise and apply sound judgement and decision-making skills
• Ability to maintain integrity and confidentiality of data
• Able to effectively communicate general information to University constituency, however, some situations may require the ability to reply to complex or adverse information with tact and diplomacy
• Proficient in the use of Microsoft Office software specifically Word, Excel and Outlook
• Ability to stay current with emerging office technologies
• Knowledge of, or ability to learn, ECISD programs such as Kronos, Munis, Smartfind, Focus, etc.
• Able to effectively process forms, verify data for accuracy, completeness in compliance within established procedures
• Able to enter data into a computer system, monitor, calculate and submit time sheets
• Able to maintain confidential files and data
• Able to identify problems and propose feasible solutions
• Ability to type, compose and edit correspondences, memos, letters, agenda and reports
• Ability to revise schedules, forms, reports, records and other information
• Ability to prepare statistical information for use in reports
• Coordinate schedules, appointments, projects, travel arrangements, supply orders and special events.
• Attend meetings and transcribe and distribute minutes
• Initiate and answer telephone calls, screen and direct calls, greet visitors and direct to appropriate personnel, route and distribute incoming mail and other materials, prepare outgoing mail and packages
• Ability to accept supervision, assignments, change and correction
• Proven effectiveness in dealing with a wide range of professionals, staff and administrators
• Ability to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity
• Engage in meaningful and intentional professional development appropriate for areas of responsibility
• Carry out all responsibilities and objectives in a professional manner
• Maintain professionalism when dealing with all staff and other customers while fostering positive working relationships
• Consult regularly with OP staff
• Accept and render constructive criticism in a professional manner

Working Conditions:

Physical Requirements: Physical Strength/endurance to enable him/her to perform and participate in the following activities:

• Physically able to lift various materials up to 25 pounds on an occasional basis
• While performing require job tasks, physically able to bend, crouch and reach continuously
• While performing the required tasks, physically able to remain seated, frequently to continuously
• While performing required job tasks, physically able to remain standing up to 15% of the time
• Possess dexterity abilities required to operate a computer and other office equipment to perform related job responsibilities

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Frequent districtwide and some statewide travel; occasional prolonged or irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand and attest to the above description and funding relating to my daily activities.

Signature Date