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Administrative Assistant

1 month ago

Waller, United States Waller Independent School District Full time

**Job Title**:Administrative Assistant - Administration
- ***

**Wage/Hour Status**:Nonexempt
- ***

**Reports to**:Superintendent
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**Pay Grade**:CP, Pay Grade 6
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**Dept./School**:Central Administration Office
- ***

**Date Revised**:4/29/24
- ***

**Annual Work Days Scheduled**:226
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**Primary Purpose**:Work under minimum supervision to provide advanced clerical services to the cabinet-level administrators. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.**:***

**Qualifications**:***

**Education/Certification**:
***

***:

- High school diploma or GED****:

- Bilingual Required, Proficient in Written and Spoken Communication

***

**Special Knowledge/Skills**:
***

***:

- Proficient keyboarding, word processing, and file maintenance skills****:

- Knowledge of school district organization, operations, and administrative policies****:

- Excellent organization, communication, and interpersonal skills****:

- Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

***

**Experience**:
***

***:

- Three years or more advanced secretarial experience with extensive contact with people****:

- Prior experience in executive office of public school district or another entity

***
**Major Responsibilities and Duties**:***
**Clerical Support**:***
- Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.

***
- Schedule appointments and maintain the administrator’s calendar, as requested.

***
- Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.

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- Make travel arrangements including making hotel reservations and turning in conference registration forms.

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- Create weekly schedules for all nonexempt employees in the administration building.

***

***

**Reception and Phones**

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***
- Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.

***
**Policy, Reports, and Correspondence**:***
- Compile pertinent data used to prepare various required state and local reports.

***
- Prepare purchase orders and payment authorizations as directed.

***
- Compile, maintain, and file all reports, records, and other documents as required.

***

**Other**:***
- Comply with policies established by federal and state laws and regulations, and local board policy.

***
- Maintain confidentiality.

***
- Follow district safety protocols and emergency procedures.

***
- Perform mailroom duties, to include budget, postage, update presort postage log, assist receptionist and schools as needed

***

**Supervisory Responsibilities**:***
- None.***

**General Employee Requirements**:
***

***:

- Quality of Work - complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
- Quantity of Work - demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.****:

- Work Habits - display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
- Communication - communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
- Dependability - adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
- Cooperation - work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.

***

***:

- Initiative - seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
- Adaptability - adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
- Judgment - effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
- Attendance - attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.

***

***:

- Punctuality - arrive to work and depart from work according to department and district requirements.

**Equipment Used**:Personal computer, printer, copier, and fax machine.**:***
**Mental Demands/Physical Demands/Environmental Factors**:***

**Tools/Equipment Used*

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