Job Title: Administrative Assistant
Wage/Hour Status: Non-exempt Reports to: Assigned Staff of Operating Partner Pay Grade: Clerical 5 Dept.: School STEM Academy Days: 227
Qualifications: High School diploma Good communication and organizational skills Detailed focused Proficiency with Microsoft Office Package including Word, Excel, and Outlook Ability to successfully complete a criminal background check and drug screen
Major Responsibilities and Duties:
Regularly consult with the Operating Partner regarding school office operations. Performs various day-to-day clerical and administrative functions in support of the office and department. Performs any combination of entry-level clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation, and reception duties. Ability to learn and implement district and Operating Partners procedures, policies, and programs. Assist with school and Operating Partner events. Screens office calls, visitors, and mail. Provides information and assistance, including responding to sensitive requests for information and assistance, research information, and office policies. Assists the students, faculty, staff, vendors, or visitors. Responsible for sorting and distribution of mail. Answer special requests or solve problems, routing to senior staff members as appropriate. Assist with daily attendance rosters and necessary student reports. Provide weekly reports of absences for teachers and staff as requested. Maintain hourly employee and substitute teacher time sheets along with submitting monthly substitute payroll. Oversee student and campus activity funds, including collecting money, issuing receipts, purchasing, and submitting reimbursement requests. Confer regularly with immediate supervisor and Operating Partner to coordinate activities, exchange information, and resolve problems. Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order. Articulate the schools mission to the community and solicit its support in realizing the mission. Other duties as assigned.
Schedule: This is a 227-day appointment. Generally, the hours for this non-exempt classified position are Monday through Friday from 7:00 am to 4:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and weekends to meet the needs of the department.
Expectations: The incumbent is expected to have or possess:
Ability to handle highly confidential material Ability to exercise and apply sound judgment and decision-making skills Ability to maintain integrity and confidentiality of data Able to effectively communicate general information to University constituency, however, some situations may require the ability to reply to complex or adverse information with tact and diplomacy Proficient in the use of Microsoft Office software specifically Word, Excel, and Outlook Ability to stay current with emerging office technologies Knowledge of or ability to learn ECISD programs such as Kronos, Munis, Smartfind, Focus, etc. Able to effectively process forms, verify data for accuracy, completeness, and compliance within established procedures Able to enter data into a computer system, monitor, calculate, and submit time sheets Able to maintain confidential files and data Able to identify problems and propose feasible solutions Able to type, compose, and edit correspondences, memos, letters, agenda, and reports Able to revise schedules, forms, reports, records, and other information Able to prepare statistical information for use in reports Coordinate schedules, appointments, projects, travel arrangements, supply orders, and special events Attend meetings and transcribe and distribute minutes Initiate and answer telephone calls, screen and direct calls, greet visitors, and direct to appropriate personnel Route and distribute incoming mail and other materials Prepare outgoing mail and packages Able to accept supervision assignments, change, and correction Proven effectiveness in dealing with a wide range of professionals, staff, and administrators Able to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity Engage in meaningful and intentional professional development appropriate for areas of responsibility Carry out all responsibilities and objectives in a professional manner Maintain professionalism when dealing with all staff and other customers while fostering positive working relationships Consult regularly with OP staff Accept and render constructive criticism in a professional manner
Working Conditions:
Physical Requirements:
Mental Demands:
Disclaimer: 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. I have read, understand, and attest to the above description and funding relating to my daily activities.
Signature: Date