Primary Purpose:

Ensure efficient operation of high school administrative office and provide clerical services for school administrator.

Minimum Qualifications

Education/Certification               

High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)

Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Knowledge/Skills

Proficient skills in keyboarding, word processing, and file maintenance skills

Knowledge of high school organization, operations, and policies

Effective organizational, communication (verbal and written) and interpersonal skills

Basic math skills and accounting principles

Ability to use personal computer and software to develop spreadsheets, databases, and word processing

Experience

Three (3) years' of work related experience, general knowledge of routine office procedures to include customer service, telephone etiquette, efficient and effective filing and record keeping procedures

Major Responsibilities and Duties

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.  

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators  

Data Management

The administrative assistant assists with fostering analytical and collaborative environment activities such as the following: 

• Assist in the filing of all correspondences, records, reports, and other department staff.
• Prepare written correspondence, directives, forms, reports, and documents, as directed by administrator.
• Perform general office procedures including typing, filing, mail, duplication of materials, data processing, and editing.
• Prepare and edit correspondence /reports for supervisor.
• Maintain general office files: save/store required documents per policy and administrative procedures.
• Create and maintain spreadsheets to document and track department initiatives.
• Update handbooks, policy manuals, and other documents as assigned.  

Organization Management

The administrative assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:  

• Perform routine typing and data processing tasks and assist in the processing of school reports, documents, surveys, forms, etc.
• Assist with general bookkeeping/recordkeeping duties.
• Perform general office procedures including mail, duplication of material and appointment scheduling.
• Schedule meetings and appointments for administrative staff, and maintain calendar for administrator.
• Maintain physical and computerized files including mailing list, student records, visitor logs, and office communication.
• Perform routine bookkeeping tasks, including simple arithmetic operations for maintenance of campus budget records as directed.
• Prepare and process purchase orders as directed.
• Receive, store, and issue supplies and equipment as directed.
• Assist with coordination of faculty meetings and campus activities as directed.
• Assist with campus budget preparation as directed.
• Maintain inventory of fixed assets, equipment, and supplies as directed.  

Communication and Community Relations

The administrative assistant promotes a positive tone for school or community relations through activities such as the following:

• Receive incoming calls, take reliable messages and route to appropriate staf and students
• Assist students, teachers, and parents as needed.  

Professional Growth and Development

The administrative assistant provides leadership in professional growth and development through activities such as the following:

• Attend any specified professional development and meetings.   

Qualities of an Effective Administrative Assistant

The administrative assistant exhibits qualities such as the following:  

• Maintains confidentiality of information.
• Corrects unsafe conditions in work area and report any conditions that are not correctable to supervisor immediately.
• Shall comply with District and Campus policies and regulations, as well as state and federal laws and regulations.
• Shall comply with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
• Perform other duties as assigned by the administration.  

Supervisory Responsibilities

• None  

Equipment 

Computer, computer software programs and peripherals, teacher resource materials and equipment, printer, copier, fax and other equipment applicant to position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors  

• Work irregular and extended work hours to include holidays and weekends.
• Work with frequent interruptions and maintain emotional control under stress.
• Requires repetitive hand motions.
• May require prolonged use of computer, moderate standing, stooping, bending, and lifting.  

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.