Administrative Assistant Ii - Student Placement

Administrative Assistant II - Student Placement
Reports to: Director - Student Placement Center
PC# 4618
Pay Grade: 703
Duty Days: 239
Salary: $35,850 - $43,211
FLSA Status: Non-Exempt
Position Purpose
 
Provides a full range of administrative, secretarial, and clerical support to the department; assists in preparing reports, work orders, and letters, enters digital information including fiscal information.
 
 
ESSENTIAL JOB FUNCTIONS
 
Records, Reports & Correspondence

• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related departmental activities.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares and maintains forms and records including personnel and payroll information.
• Maintains office files in a systematic and confidential manner.
• Monitors and processes time records including leave requests and reports; compiles information and submits to central office according to established procedures and deadlines.
• Compiles, maintains, and files all reports, records, and other documents as required; maintains departmental records according to established procedures.

 
Reception & Phones

• Answers incoming calls from employees, community members, and others, and provides general information, takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel.
• Schedules meetings and appointments and maintains calendar for leadership.

 
Accounting & Inventory

• Assists with departmental budget preparation and maintains accurate records of expenditures.
• Prepares and processes purchase orders and receives, stores, and issues supplies and equipment.
• Prepares and processes departmental payroll submissions in a timely manner; acts as liaison for the department with regard to departmental payroll issues.
• Maintains inventory of fixed assets, equipment, and supplies.

 
Other

• Assists with planning, preparation, and setup of staff meetings and departmental activities.
• Sorts, distributes, or delivers mail and other documents.
• Maintains confidentiality in all endeavors.

 
Supervisory Responsibilities

• Monitor the work of department secretaries and clerical aides in some settings.

 
Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

 
Other Duties as Assigned

• Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

 
Knowledge, Skills & Abilities

• Knowledge of office practices, procedures, and equipment.
• Knowledge of Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of basic accounting principles.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using MUNIS software in a school administration environment.
• Skill in data entry with minimal errors.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word.
• Skill in performing mathematical calculations with accuracy.
• Skill in actively looking for ways to help people.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain accurate and auditable records, files, and reports.
• Ability to process and handle confidential information with discretion.
• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines, often changing assignment on short notice.
• Ability to provide basic information and assistance to District personnel, office personnel, parents, school personnel and/or outside agencies relative to District programs and activities.
• Ability to compose routine correspondence and written materials independently.
• Ability to use software to access databases, email, create spreadsheets, and do word processing.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

 
Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used:  Standard office equipment, including computer and peripherals.
• Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:  Occasional light lifting and carrying (less than 15 pounds).
• Environment:  Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

 
Minimum Required Qualifications

• Education:  Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.
• Certification/License:  None.
• Experience:  4 years' office or experience, preferably in a related field; experience with Munis and Kronos preferred.
• Language:  Bilingual proficiency (English/Spanish) preferred in some settings.

 
 
 
This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.