Administrative Assistant, Teaching and Learning

TITLE: Administrative Assistant, Teaching and Learning STATUS: Non-Exempt REPORTS TO: Chief Academic Officer TERMS: 214 Days DEPARTMENT: Teaching and Learning PAY GRADE: CL5 PRIMARY FUNCTION Ensure efficient operation of the administrative office and provide clerical services for the department. QUALIFICATIONS Education/Certification: HS Diploma or GED Special Knowledge/Skills: Strong organizational skills and attention to detail Excellent communication and interpersonal skills Proficiency in Microsoft Office, Google and other relevant software applications Ability to work independently and collaboratively in a fast-paced environment Strong communication skills that establish positive, collaborative working relationship with and among students, staff, parents and the community Experience: Two (2) years clerical experience in a similar role, preferably in an educational setting EVALUATION Performance will be evaluated annually in accordance with provision of the Board's policy on evaluation of personnel.

ESSENTIAL JOB FUNCTIONS: 1.

Assist

department

staff

in

preparing

requisitions,

verifying

available

funds

and

authorizations

before

purchase,

and

maintaining

accounts.

2.

Process

requisitions,

travel

requests

and

purchase

orders

as

directed

and

in

accordance

with

established

procedures.

3.

Reserve

district

vehicles

as

needed

for

travel.

4.

Contact

vendors

to

check

on

supply,

invoices,

purchase

orders,

contracts,

and

other

issues

as

directed.

5.

Detects

and

resolves

problems

with

incorrect

orders,

invoices,

and

shipments.

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6.

Prepare

department

communications,

correspondence,

forms,

manuals,

reports,

purchase

orders,

and

payment

authorizations

following

district

standards

and

requirements.

7.

Monitor

and

process

department

time

records

including

leave

requests

and

reports.

8.

Receive

and

input

all

Extra

Time

timesheets

for

the

department

into

budget

spreadsheets

and

provide

approved

documents

to

the

Payroll

department.

9.

Compile

information

and

submit

to

the

central

office

according

to

established

procedures

and

deadlines.

10.

Compile,

maintain,

and

file

all

reports,

records,

and

other

documents

as

required.

11.

Create

and

modify

conference

room

and

professional

development

room(s)

reservation

requests.

12.

Assist

with

monitoring

federal

grant

budgets

and

maintain

accurate

records

of

expenditures.

13.

Prepare

and

process

purchase

orders

and

receive,

store,

and

issue

supplies

and

equipment.

14.

Maintain

inventory

of

fixed

assets,

equipment,

and

supplies.

15.

Receive,

distribute,

and

ensure

security

and

confidentiality

of

all

documents.

16.

Sort,

distribute,

or

deliver

mail

and

other

documents.

17.

Assist

campus

staff

with

requisitions

and

all

applicable

information

and

documentation.

18.

Process

and

handle

adjustments

to

requisitions,

travel

requests

and

expense

reimbursements

19.

Adhere

to

professional

and

ethical

standards,

in

accordance

with

generally

accepted

community

standards

and

the

Texas

Education

Agency

Code

of

Ethics.

20.

Develop

needed

professional

skills

appropriate

to

job

performance.

21.

Maintain

confidentiality.

22.

Reliable

attendance

and

punctuality.

23.

Follow

district

safety

protocols

and

emergency

procedures.

24.

Participate

in

staff

development

activities

to

improve

job-related

skills.

25.

Attend

and

participate

in

staff

meetings

and

serve

on

staff

committees

as

required.

26.

Comply

with

policies

established

by

federal

and

state

law,

State

Board

of

Education

rule,

and

local

board

policy.

27.

Perform

other

duties

as

assigned

by

supervisor

and

the

Superintendent

of

Schools. Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 25 pounds) Environment: May work prolonged or irregular hours Mental Demands: Work with frequent interruptions; maintain emotional control under stress

The above statements are intended to describe major job functions of this position and are not intended to represent

an

exhaustive

list

of

all

responsibilities,

duties,

and

skills

required.

The

Superintendent

or

designee

may

assign

additional

duties

when

deemed

appropriate. Special Funding: If my position is funded by grants, federal funding, or other special funding, I understand that

my

employment

is

expressly

conditioned

on

the

availability

of

full

funding

for

the

position.

If

full

funding

becomes

unavailable

my

employment

is

subject

to

termination

or

non-renewal,

as

applicable. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements

listed

to

the

job

description

are

representative

of

the

knowledge,

skills,

ability,

and

physical

Page | 2 demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform

the

essential

job

functions. ____ _____

Employee

Signature

Date

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