A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
To perform all administrative assistant, secretarial, and clerical duties necessary to assist the Director of Information and Instructional Systems, PEIMS Manager, Instructional Materials Coordinator, District Records Management Officer, TEAMS Support Manager, TEAMS Technical Manager, Integrations Manager, Image Processing Lead and other departmental staff.
QUALIFICATIONS
Education/Certification:
High School Diploma/GED from an accredited institution, required.
Valid Texas Driver's License Experience:
Three years in an administrative assistant, secretarial, or clerical position) Previous experience with Texas public school finance procedures and account structures (preferred)
SPECIAL KNOWLEDGE/SKILLS
Proficient in general office, typing, and data entry skills Extremely proficient in the use of TEAMS, Word, Excel, PowerPoint and Google software and database entry Extremely proficient in budgeting and accounting skills Excellent communication, interpersonal, and customer service skills Knowledge of district policies, and procedures (preferred)
MAJOR RESPONSIBILITIES AND DUTIES
SCHOOL/ORGANIZATION CLIMATE:
Establish and maintain effective working relationships with others. Maintain professional office standards and conduct. Work confidentially with discretion. Communicate effectively both orally and in writing, ensuring that staff is kept informed of important department and district information and updates. Maintain departmental calendar and schedule appointments for Information and Instructional Systems, PEIMS, Instructional Materials, Records Management, TEAMS Support, Integrations, and Image Processing departments.
SCHOOL/ORGANIZATIONAL IMPROVEMENT
Analyze problems and situations quickly, draw logical conclusions, and plan/implement an effective course of action.
ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT
Prepare and maintain all records for Information and Instructional Systems, Records Management and Instructional Materials department budgets, making corrections and/or adjustments as necessary. Assist IIS Director with the annual budget creation cycle, obtaining quotes, entering budget in ERP system, attend budget meetings and adhere to TEA and District guidelines for finance. Execute all purchases in accordance to established policies and/or procedures. Input, maintain, track, and receive on all requisitions, purchase orders, warehouse orders, work orders, and check requests for director, seven managers/leads and other staff in the department. Assist Department Director, Managers, Leads and Coordinators in all aspects of the AISD procurement process including obtaining quotes, vendor selection, and order placement. Prepare reports by gathering and organizing data from a variety of sources. Submit, maintain, and manage contracts and/or contract record logs. Effectively use district hardware such as computers, telephones, and associated equipment to achieve department goals and objectives. Effectively use software & web tools such as Microsoft Word/Excel/PowerPoint and Google Docs/Sheets/Forms in order to achieve department goals and objectives. Maintain records of building attendance. Create work orders for building maintenance Assist in the hiring process by posting in the ATS, tracking applicants, ensuring that all pre-hiring documentation is in-place and accurate according to AISD guidelines Coordinate new hire and transfer interviews Create and maintain job descriptions for positions
SCHOOL/COMMUNITY RELATIONS
Positively interact and maintain effective working relationships with students, parents, community members, vendors, and other stakeholders that contact the department(s). Disseminate critical information and updates to all levels of personnel regarding status of incident and event situations. Assist leadership team in responding to stakeholder concerns or questions in a timely manner
PROFESSIONAL GROWTH AND DEVELOPMENT
Attend district trainings (online and in-person) to stay up-to-date on changes to TEA and AISD guidelines on finance, purchasing, new software and processes Remain up to date on the systems and tools used to complete the assigned tasks Seek out opportunities to expand skills related to job functions
Standard office equipment, including computers and peripherals; standard instructional equipment.
Posture:
Moderate standing; occasional kneeling, squatting, bending, and stooping
Motion:
Moderate walking
Lifting:
Regular light lifting and carrying (less than 15 pounds)
Environment:
Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
Mental Demands:
Work with frequent interruptions; maintain emotional control under stress. 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. Duty Days 243 Pay Grade Admin Support 4
