Job Title: Administrative Assistant - Exemption Status/Test: Nonexempt
Human Resources/PEIMS
Date Revised: September 2024
Reports to: Director of Human Resources
Dept./School: Human Resources
Primary Purpose:
Under moderate supervision organize and manage the routine work activities of the HR department office and provide clerical support to the director of human resources and other staff members. Coordinate the collection and reporting of district Public Education Information Management System (PEIMS) data. Provide help to all district directors.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient skills in keyboarding, 10-key numerical data entry, word processing, and file
maintenance
Ability to use software to develop spreadsheets and databases, perform data analysis, and
do word processing
Ability to meet established deadlines
Ability to prioritize workflow to address the multiple needs of the supervisor or the
department
Ability to multi-ask numerous complex administrative activities
Basic math skills
Ability to understand detailed written or oral instructions
Effective organizational, communication, and interpersonal skills
Experience:
3 years secretarial experience;
3 years of experience in school district administrative support position requiring collecting and entering data; experience using coding systems
Experience with Frontline and TalentEd preferred
Major Responsibilities and Duties:
PEIMS
Coordinate the collection, integration, and formatting of all data required for PEIMS
submission according to Texas Education Agency PEIMS Data Standards.
Work cooperatively with campus, business office, and personnel office staff to collect,
organize, and format data required to submit district PEIMS data according to prescribed
state deadlines.
Run edits, reports, and verification checks on data to ensure accuracy of information.
Distribute edits and reports to appropriate staff for analysis, verification, and correction.
Submit complete and accurate PEIMS data in Texas Education Agency (TEA)-prescribed
format to education service center (ESC) for processing using computer terminal or
personal computer.
Verify data submitted to TEA and submit corrections in a timely manner.
Receive PEIMS-related information from ESC and TEA, attend all regional PEIMS workshops, and disseminate information to other staff in a timely manner, including updates to PEIMS Data Standards.
Records, Reports, and Correspondence
Prepare correspondence, forms, manuals, schedules, and reports for the director of human
resources and other department staff members.
Prepare recruitment and new-hire packets.
Process and receive criminal history record information, references, and other application
materials.
Assist with maintenance of information in employee database.
Prepare and distribute employment contracts.
Compile, maintain, and file all reports, records, and other documents as required including
preparing various federal, state, and local reports.
Other
Answer and respond to incoming calls, take reliable messages, and route to appropriate
staff.
Greet visitors and assist employees and applicants with completing applications and required
paperwork.
Maintain a schedule of appointments and assist with scheduling interviews and meetings.
Make meeting arrangement for department activities including preparing materials,
scheduling and setting up facilities, and arranging equipment.
Make travel arrangements for department.
Receive, sort, and distribute mail and other documents to department staff.
Maintain confidentiality of information.
Follow district safety protocols and emergency procedures.
Supervisory Responsibilities
None.
Mental Demands/Physical Demands/Environment 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 including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (under 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.