Primary Purpose:

Ensure the efficient operation of the school’s administration office, provide clerical services for the school’s administrative staff and manage school finance, cash and budget accounts.

Minimum Qualifications:
Education/Certifications:
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 $50.00) paid by the employee.

Required Experience:

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

Knowledge/Skills:

Ability to communicate effectively with diverse groups of individuals in a professional manner
Proficient keyboarding and file maintenance skills
Ability to use software to develop spreadsheets, databases, and do Word processing
Ability to maintain accurate and auditable records
Knowledge of basic accounting principles
Ability to follow verbal and written instructions
Ability to perform a variety of tasks often changing assignment on short notice
Effective organizational, communication, and interpersonal skills
Demonstrated proficiency in general office management and procedures
Possess excellent interpersonal and communication skills, and high level of integrity regarding student records, employment records and campus issue
Must be self-motivated, possess the ability to work under pressure, able to handle multiple tasks and work collaboratively

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

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

• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s)

  and ledger(s).
• Assist with campus budget preparation and maintain accurate records of expenditures.
• Prepare and process purchase orders and receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.
• Maintain inventory of equipment and supplies; order supplies and materials as needed.
• Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations

  following district standards and requirements.
• Prepare instructional materials as requested.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process time records including leave requests and reports. Compile information and submit to central office

  according to established procedures and deadlines.
• Maintain school calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain student records according to established procedures.
• Maintain documentation related to federal programs and provide all paperwork to the necessary district departments.
• Prepare and edit correspondence/reports for principal and designated school staff.
• Maintain general office files; save/store required documents per policy and administrative procedures.
• Establish and maintain recordkeeping procedures for the campus.
• Monitor appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies, paychecks,

  travel checks, reimbursements, etc.)
• Maintain payroll information including attendance reporting, absence reports, etc.
• Prepare documents/school calendars, and other materials to be distributed.

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, answer questions, take messages and route to appropriate staff.
• Greet visitors with professionalism and courtesy.
• Schedule meetings and appointments and maintain calendar for principal/staff.
• Assist students, teachers, and parents as needed.
• Sort and deliver mail to all campus personnel.

Organization Improvement
The administrative assistant promotes efforts to improve the school or organization through activities such as the following:

• Monitor workflow of the campus and office staff.
• Assist students, teachers and parents as needed.
• Maintain and assist with operation of office machines as needed.
• Prepare materials for school distribution.

Qualities of an Effective Secretary
The administrative assistant exhibits qualities such as the following:

• Daily attendance and punctuality at work are essential functions of the job.
• Participate in District and campus staff development programs that improve job related skills.
• Keep informed of and comply with state, district, and school regulations, including daily attendance, punctuality and

  confidentiality.
• Use effective communication skills with students, parents and District personnel.
• Maintain confidentiality.

Supervisory Responsibilities
• None

Equipment
Office equipment and tools, calculator, computer, printer, copier, fax, scanner, multiline telephone, and other equipment applicable to the position.

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors 

• Maintain emotional control under stress.
• Work with frequent interruptions.
• Work irregular hour and extended work hours to include holidays and weekends.
• Frequent walking, standing, stooping, and bending.
• Occasional lifting, carrying, pushing and pulling.
• Occasional district wide and statewide travel.
• Use computer for prolonged period resulting in repetitive hand motions.
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, low or intense illumination or vibration.
• Occasional exposure to: biological hazards (communicable diseases, bacteria, etc.) work outsides, work around moving objects or vehicles, work on uneven surfaces.

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.