Primary Purpose

Manages the district’s instructional materials (ordering, receiving, distributing and inventory) and assists in the office of Curriculum and Instruction.

Minimum Qualifications:

Education/Certification 

igh 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:

One (1) year accounting, bookkeeping experience, and general clerical experience

Knowledge/Skills:

Knowledge of accounting principles and practices

Ability to use calculator (10 key by touch)

Ability to use personal computer and software to develop spreadsheets and do word processing

Proficient skills in typing, keyboarding, and file maintenance

Effective organizational, communication, and interpersonal skills

Ability to maintain accurate and auditable records

Ability to follow oral and written instructions

Ability to work with minimum supervision

Ability to maintain confidentiality

Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel,

students and the public

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

• Manages the district’s compliance with TEA regulations as related to instructional materials.
• Maintains district requisitions and coordinates all instructional materials activity with TEA.
• Orders instructional materials using the state EMAT system.
• Communicates TEA policy and procedures changes and recommendations to supervisor as needed.
• Communicates district expectations to the campus instructional materials coordinator for managing instructional materials on the campus.
• Supervises the transfer and receipt of instructional materials to the district, to the campus, and campus to campus to ensure accuracy of inventory records.
• Coordinates the selling or disposal/removal of surplus and out-of-adoption instructional materials with Board approval.
• Processes and enters all instructional materials, ensuring consistency in format and maintaining accurate records as items are entered and removed from the system.
• Coordinates with technology on digital instructional material setup, imports, and training.
• Assists with the training of all campus instructional material personnel.
• Obtain quotes, make recommendations, and requisitions replacement books as necessary.
• Creates an annual district warehouse instructional material inventory and maintain reports.
• Coordinates annual campus inventories and audit individual campuses yearly.
• Creates annual campus invoices for lost and destroyed instructional materials.
• Assists with managing records and collecting monies from the campuses for lost and destroyed instructional materials.
• Attends workshops, conventions and related training for instructional material administration.
• Answers phone and interacts with visitors to the office.
• Processes purchase orders.
• Performs other office duties as assigned. 

Organization Climate

The office assistant fosters positive school morale through activities such as the following: 

• Assesses and plans improvement of the school, District, or community environment.
• Reinforces excellence.
• Promotes a positive and caring climate.
• Uses effective communication skills. 

Professional Growth and Development

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

• Participates in all meetings, special events, and professional development opportunities to improve job-related skills. 

Qualities of an Effective Office Assistant

The office assistant exhibits qualities such as the following: 

• Daily attendance and punctuality at work are essential functions of the job.
• Ability to demonstrate the following core values: integrity, high expectations, commitment, respect, dedication to teamwork and passion for a student-centered environment.
• Corrects unsafe conditions in work area and report any conditions that are not correctable to supervisor immediately.
• Complies with District and campus policies and procedures, as well as state and federal laws and regulations.
• Complies 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.
• Maintains confidentiality of information. 

Supervisory Responsibilities

• None 

Equipment

Computer, printer, copier, telephone, fax machine, calculator, scanner, shredder, and other equipment applicable to the position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• May work prolonged or irregular hours and extended work hours to include holidays and weekends.
• Works with frequent interruptions and maintains emotional control under stress.
• Repetitive hand motions; frequent keyboarding and use of mouse.
• May require prolonged use of computer, prolonged sitting, bending, pushing/pulling, twisting, standing, stooping, and bending.
• Frequent lifting and carrying. 

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.