Associate Administrative

4 days ago

Sugar Land, United States Fort Bend Independent School District Full time
Job Overview

The Associate Administrative will perform highly responsible secretarial and confidential administrative work with a view towards conserving the time of their leader. The incumbent will maintain the department's monthly budgets, verify purchase orders and prepare contracts, reports and correspondence. The incumbent will also serve as the absence verifier for the department. The incumbent requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials.

Position Description

Essential Duties and Responsibilities

Reporting
  • Manage Purchase Orders (PO)
  • Prepare and reconcile detailed financial records and requests for payment
  • Assist with gathering and compiling data for inclusion in the yearly budget
  • Process and submit requisitions and purchase orders for accuracy
  • Assist with document preparation for contract documents
  • Process student/financial management system
Event Coordination
  • Coordinate student travel
  • Process and reconcile mileage reimbursement
  • Arrange for meeting/training space and ensure appraise set up
Administrative Support
  • Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
  • Assist in the organization of projects, disseminating materials, special mailings, guides and training manuals
  • Prepare replies to general requests and routine letters on various matters
  • Perform a wide range of general office responsibilities including filing, making labels, faxing, scanning and photocopying
  • Manage department inventory such as snacks, supplies, etc.
  • Serve as a back-up for others as need

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.
  • High School Diploma or GED Associates' degree preferred
  • Minimum of 2 years Clerical/secretarial experience, preferably in an educational office environment
  • Proficient in the use of computer programs such as Excel, PowerPoint, and Word
  • Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
  • Ability to maintain a high level of confidentiality
  • Ability to organize and prioritize workload
  • Ability to multi-task and meet deadlines
  • Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public
  • Ability to work independently and in group environment
  • Demonstrated experience in general office procedures, including preparation of reports and communication
  • Demonstrated experience with office software programs such as PeopleSoft
Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

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