Administrative Assistant (2023-2024)

Primary Purpose:
Ensure efficient operation of the campus administrative office and provide clerical services for the school's administrative staff.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:

• Proficient typing, word processing, and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use a personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles

Experience:

• One to three years of secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:
Records, Reports, and Correspondence

• Prepare correspondence, forms, schedules, or reports using a personal computer.
• Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using a typewriter or personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process personnel time records including leave requests and reports.
• Maintain the school calendar of events.
• Web Smart- Provide support with Attendance Enrollment and Student records (transcripts and updates)
• Schedule meetings and appointments and maintain a calendar for the principal.
• PEIIMS reporting - provide support with reports

Reception and Phones

• Schedule meetings and appointments and maintain a calendar for the principal.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route them to appropriate staff.

Files

• Maintain physical and computerized files including mailing lists, student records, Teacher Lesson Plans, Teacher training, sign-in sheets, confidential staff files, and office communication.
• Update handbooks, policy manuals, and other documents as assigned by Corporate.

Accounting and Inventory

• Prepare and process purchase orders Prepare and Process quotes from vendors and submit them with a purchase requisition to the appropriate Dallas Can Corporate department (finance or IT depending on Dallas Can Vendor list instructions), Order Supplies Online from Staples and Sam's
• Receive (Physically open boxes, tally invoices, sign/date and make copies for files, call vendor for any shortages/overages or returns. Documents are submitted to Finance Dept.), store and issue supplies/equipment.
• Maintain office supplies and equipment
• Responsible for maintenance of activity regarding campus petty cash, which includes delivery of deposit transactions to Texans CAN banking account.
• Assist with the coordination of faculty meetings and campus activities.
• Maintain inventory of fixed assets, equipment, and supplies.

Other

• Act as the Liaison to the Office of Human Resource Services: Benefits and forms. Finance: Payroll- includes clock procedures, Personnel Activity (Time and Effort); obtain Budget, Travel/ Mileage expenses, Extra Duty Pay, various credit card reconcilements, Purchase order reconcilements, and Expense Reimbursements. Facility: Order Sanitary supplies for students and staff, update cell phone roster, and coordinate maintenance for Automated Data Processing Equipment (ADP).
• Sort, distribute, or deliver mail and other documents.
• Maintain confidentiality.
• Other duties as assigned.

Supervisory Responsibilities:
TBD by the principal: Supervise Office Personnel as determined and outlined by Campus Principal.
Equipment Used:
Personal computer, scanner, printer, copier, fax machine, calculator, and other equipment.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.
TEXANS CAN ACADEMIES is an Equal Opportunity Employer