Primary Purpose: Provides overall administrative support for the UT GEAR UP Del Valle ISD sites, including program coordination and staff support. This is a grant funded position and continued employment is contingent upon grant funding.

 

Minimum Qualifications:

   Education/Certification 

   High School diploma or GED (Recognized by the Texas Education Agency or Regional Accrediting Agency)

   Secretarial and data entry experience preferred.  

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

 

Required Experience:

   Three years secretarial experience in a school setting preferred   

 

Knowledge/Skills:

Detail-oriented, be deadline driven

Possess strong oral and written communication skills, interpersonal skills and problem-solving skills

Excellent organizational skills and be able to multi-task in a busy environment

Must be able to work autonomously and in a team environment with a collaborative focus

Have a strong proficiency in Google Drive and be adept at working with individuals from diverse socio-economic backgrounds

Proficient skills in typing, use of calculator and other office equipment

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

Knowledge of bookkeeping procedures preferred

Strong organization, communication, and interpersonal skills

 

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

 

• Provide support for programming for the GEAR UP sites, including: ordering supplies, planning for and helping to execute parent sessions, chaperoning field trips, and organizing special events.
• Organize and manage the routine work activities in the GEAR UP office.
• Assist with GEAR UP reporting requirements including: obtaining data, verifying student paperwork, and executing the appropriate accounting processes to maintain compliance with federal reporting requirements.
• Complete a broad variety of administrative tasks for the program, including: managing calendars, data entry, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans.
• Receive incoming calls, take reliable messages, and route to appropriate staff and assist other departments with incoming calls.
• Process and track requisitions and purchase orders for the GEAR UP program including all Federal compensatory education and grant.
• Process and track travel vouchers and check requests.
• Maintain records and permission to pay sheets for grant staff.
• Maintain and reconcile budget sheets.
• Maintain additional budget data required by grants, Federal programs and State Comp Ed.
• Receive and process material orders purchased through all Federal Programs, grants and Comp Ed.
• Assist the GEAR UP site coordinator(s) with preparation of Federal and grant reports.
• Assist the GEAR UP site coordinator(s) with special projects, proposals and reports.
• Prepare and submit necessary forms using financial accounting software for all stipend and extra duty pay.
• Prepare and submit transportation requests.
• Submit registration forms and assist with travel arrangements.

 

Organization Improvement

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

 

• Maintain confidentiality of information.
• Promote collegiality and a positive work environment.

 

Communication and Community Relations

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

 

• Coordinate college visits and other field trips for GEAR UP, including: coordinating transportation, organizing payment for lunch, confirming itineraries, and arranging for visits to special programs.
• Coordinate meetings for site personnel, including those with IPSI, Central Office, the Chamber of Commerce, and other potential community partners.
• Coordinate the logistics for GEAR UP personnel training as well as other professional development opportunities, including: scheduling, reserving space, registration, securing technology, and transportation as needed.
• Facilitate or provide support for various events and functions as requested or assigned.

 

 

Qualities of Effective Administrative Assistant

The office assistant exhibits qualities such as the following:

• Daily attendance and punctuality at work are essential functions of the job.
• Report to the assigned work site on a regular basis according to established work schedule.
• Perform other duties and responsibilities as assigned by Supervisor.
• Demonstrate professional and responsible work habits.
• Keep informed of and comply with state, District, and school regulations and policies.
• Attend and participate in faculty meetings and serve on committees as required. 
• Compile, maintain, and file reports, records, and other documents required.
• Correct unsafe conditions in work area that could cause an accident and inform supervisor of any conditions that are not correctable immediately.
• Shall comply with District policies, 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, and standards.  
• Maintain confidentiality. 

Supervisory Responsibilities:

 None

 

Equipment:

Personal computer, computer software programs, printer, calculator, telephone, copier, fax machine, shredder, scanner, and other general office equipment applicable to the position.

 

Working Conditions: 

Mental Demands/Physical Demands/Environmental Factors:

• Maintain emotional control under stress.
• Work with frequent interruptions.
• Work irregular hours and extended work hours to include holidays and weekends.
• Frequent walking, standing, stooping, bending, pulling and pushing.
• Occasional light lifting and carrying (15-44 pounds); may lift and move text books and classroom equipment.
• Occasional district wide and statewide travel.
• Use computer for prolonged periods resulting in repetitive hand motion.
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration.
• Occasional exposure to: biological hazards (communicable diseases, bacteria, etc.), work outside, 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.