**Grant Funded Position: Please note this is a temporary grant-funded position and employment is only guaranteed for the 24-25 & 25-26 School Years**

 

Primary Purpose:

Ensure efficient operation of district strategic staffing initiatives and provide clerical services for the Director of Human Resources and manage budget accounts for department grants.

 

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 school organization, operations, and policies

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

Basic math skills and accounting principles

Office management skills including scheduling of personnel 

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

Bilingual speaker preferred 

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 bookkeeping 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 documents.
• Maintain data logs on communication sent out of the HR office including notices.
• Maintain data logs on personnel communication and staffing outreach efforts.
• Prepare written correspondence, directives, forms, reports, and documents, as directed by the Director of Human Resources.
• Perform general office procedures including typing, filing, and mailing, duplication of materials, data processing, and editing. 
• Prepare and edit correspondence and grant 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.
• Maintains and updates job descriptions for the HR department.

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 reports, documents, surveys, forms, etc.
• Follow timelines for grant and University initiatives.
• Schedule appointments for HR meetings with all required individuals via Google Calendar.
• Manage office staff to ensure duties are completed with fidelity.
• Establishes and maintains general bookkeeping/recordkeeping duties with grant funds.
• Perform general office procedures including mail, duplication of material and appointment scheduling.
• Schedule meetings and appointments for administrative staff.
• Maintain physical and computerized files including mailing list, logs, and office communication.
• Perform routine bookkeeping tasks, including simple arithmetic operations for maintenance of grant budget records as directed.
• Prepare and process purchase orders as directed.
• Receive, store, and issue supplies and equipment as directed.
• Assist with coordination of professional learning sessions and meetings as directed.
• Assist with department grants budget preparation as directed.
• Keeps records and monitors compliance with grants and HR partnerships..
• 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 staff.
• Answer incoming calls, take reliable messages, and route to appropriate staff and students.
• Serve as receptionist for the central office building and route visitors to the appropriate location.
• Serves as the main point of contact for managing the calendar and electronic/phone communications for the Director of HR.

Professional Growth and Development

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

• Attend any specified meetings or professional development.

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.