Administrative Support Manager

3 weeks ago

Sugar Land, United States Fort Bend ISD Full time
Job Overview

The Administrative Support Manager will perform highly responsible administrative work with a purpose towards conserving the time of the leader(s) while maintaining a high level of confidentiality. The incumbent will manage the department's budgets, contracts, reports, and correspondence. The incumbent will oversee the administrative work and lead clerical personnel of 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.

Key Responsibilities

• Oversee requisitions, vouchers, budget forms, and other payroll and financial data
• Maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts
• Assist with preparation and maintenance of department budget
• Gather and compile data for inclusion in the yearly budget
• Prepare budget requests for the supervisor
• Process requisitions for immediate supervisor(s)
• Review requisitions and purchase orders for accuracy and ensure approvals are in place
• Oversee contract documents to execute agreements and prepare for submission to supervisor
• Oversee student/financial management data processing

Reports & Correspondence

• Compile data for reports and gather and interpret information from appropriate sources
• Prepare reports and presentation in packets including graphs and charts
• Compile and prepare reports of financial and statistical data
• Attend meetings, hearings, and conferences to take official minutes
• Prepare meeting agenda
• Prepare and distribute District Newsletter
• Compile data for questionnaires
• Compose routine correspondence, newsletters, and other communications
• Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature

Personnel Management

• Plan, initiate, and carry to completion department, program, or administrative secretarial support activities; develop, monitor, and modify office procedures; organize office projects and processes; manage day-to-day office operations
• Conduct regular meetings with other office support staff and assign tasks as needed
• Train and supervise team members in procedures, processes, and district software programs in new updates as they arise
• Process personnel evaluation reports
• Supervise subordinate clerical personnel, assigning duties and reviewing completed work for accuracy and completeness

Administrative Support

• Serve as an intra-department liaison
• Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
• Prepare replies to general requests and routine letters on various matters for the supervisor's signature
• Screen supervisor's telephone calls and mail, personally responding to those that can be handled, and forwarding the remaining to supervisor with pertinent information
• Coordinate events such as workshops and in-service training sessions for the department

Qualification Requirements

• High School Diploma or GED
• Associate's Degree preferred
• Minimum of 5 years of administrative support experience, with 3 of those years supporting a senior/executive leader, preferably in an educational office environment
• Minimum of 1 year demonstrated progressive leadership experience
• Minimum of 1 year demonstrated experience in general office procedures, including budget management, preparations of reports, maintenance of records, collection of data, and processing of work orders
• Proficient in the use of computer programs such as Excel, PowerPoint, Word, and Outlook
• Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
• Ability to maintain a high level of confidentiality
• Ability to make sound judgments and decisions with little or no direction
• Ability to organize, prioritize, and delegate 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 a group environment

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