Administrative Assistant II

Primary Purpose:

Ensure the efficient operation of the school's administration office, provide clerical services for the school's administrative staff and manage school finance, cash, and budget accounts.

Minimum Qualifications:

Education/Certification

High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)

Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50.00) paid by

the employee.

Required Experience:

Three (3) years', of work related experience and general knowledge of routine office procedures to include customer service,

telephone etiquette, efficient and effective filing, and bookkeeping procedures.

Knowledge/Skills:

Ability to communicate effectively with diverse groups of individuals in a professional manner

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets and databases

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

Demonstrated proficiency in general office management and procedures

Possess excellent interpersonal and communication skills, and high level of integrity regarding student records, employment records

and campus issues

Must be self-motivated, possess the ability to work under pressure, able to handle multiple tasks and work collaboratively

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
  Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

Organization Management

The secretary manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Prepares and makes cash deposits for activity account(s). May be responsible for maintenance of activity check

register(s) and ledger(s).

• Assists with campus budget preparation and maintain accurate records of expenditures.
• Prepares and processes purchase orders and receive, store, and issue supplies and equipment.
• Maintains inventory of fixed assets, equipment, and supplies.

• Maintains inventory of equipment and supplies; order supplies and materials as needed.

• Prepares campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
  
• Prepares instructional materials as requested.
  

• Maintains a daily teacher attendance log and records for substitute teachers.

• Monitors and processes time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
• Maintains school calendar of events.
• Compiles, maintains, and files all reports, records, and other documents as required.
• Maintains student records according to established procedures.
• Maintains documentation related to federal programs and provide all paperwork to the necessary district departments.
• Prepares and edits correspondence/reports for principal and designated school staff.
• Maintains general office files; save/store required documents per policy and administrative procedures.
• Establishes and maintains recordkeeping procedures for the campus.
• Monitors appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies,

paychecks, travel checks, reimbursements, etc.)

• Maintains payroll information including attendance reporting, absence reports, etc.
  Prepares documents/school calendars, and other materials to be distributed.

Communication and Community Relations

The secretary promotes a positive tone for school or community relations through activities such as the following:

• Receives incoming calls, answer questions, take messages and route to appropriate staff.
• Greets visitors with professionalism and courtesy.
• Schedules meetings and appointments and maintain calendar for principal/staff.
• Assists students, teachers, and parents as needed.
  Sorts and delivers mail to all campus personnel.

Organization Improvement

The secretary promotes efforts to improve the school or organization through activities such as the following:

• Monitors workflow of the campus and office staff.
• Assists students, teachers and parents as needed.
• Maintains and assists with operation of office machines as needed.
  Prepares materials for school distribution.

Qualities of an Effective Secretary

The secretary exhibits qualities such as the following:

• Daily attendance and punctuality at work are essential functions of the job.
• Participates in District and campus staff development programs that improve job related skills.
• Keeps informed of and comply with state, district, and school regulations, including daily attendance, punctuality

and confidentiality.

• Uses effective communication skills with students, parents and District personnel.
  Maintains confidentiality.

Supervisory Responsibilities

None

Equipment:

Office equipment and tools: calculator, computer, scanner, printer, copier, fax, multiline telephone, and other equipment applicable to position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Frequent exposure to: exposure to hot and cold temperatures (work inside and outside), humidity extremes, noise, low or intense illumination, vibration, biological hazards, working on uneven surfaces, working alone, working prolonged or irregular hours.
• Works irregular and extended work hours when approved by the principal.
• Works with frequent interruptions/deadlines and maintain emotional control under stress.
• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Biological exposure to bacteria and communicable diseases.
  Occasional light lifting and carrying (less than 15 pounds).

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.