Administrative Assistant III - Family Community Resource

Reports to: Director - Family Resource Center; Pay Grade: 704; Duty Days: 239; FLSA Status: Non-Exempt; PC#: 11084

About the role

Provides a full range of administrative, secretarial, and clerical support; Assists in preparing reports, work orders, and letters; enters digital information including fiscal information.

Responsibilities

• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations.
• Answers incoming calls from employees, community members, and others; provides general information, and refers callers, as appropriate, to other staff or other District personnel.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares periodic reports regarding related program activities.
• Prepares and maintains forms and records including personnel and payroll information.
• Operates all office equipment (e.g., computers, printers, copy machines).
• Maintains office files in a systematic and confidential manner.
• Supports Family Resource Centers and provides backup coverage in the event an Administrative Assistant or Coordinator is going to be absent.
• Supports meetings and/or events outside the workday on occasion.
• Prepares Board documents as requested.
• Prepares and maintains a system for receiving and tracking invoices.
• Orders and maintains supplies for the department.
• Enters Purchase Orders/Requisitions and Work Orders including travel.
• Maintains and reconciles budget expenditures.
• Maintains and reconciles payroll for department.
• 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.
• Travels to school district buildings and professional meetings as required.

Qualifications

• Education: Accredited High School diploma, GED, or Texas High School Equivalency certificate.
• Certification/License: Required: None.
• Experience: 3 years office experience including receiving customer visit/calls, data entry, preparation of reports, working with financial numbers, and maintaining confidentiality.
• Language: Bilingual (English/Spanish) preferred.

Skills

• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using software in a school administration environment, including MUNIS, KRONOS, and SmartFind.
• Skill at the intermediate level, working with Google Suite and Microsoft Office 365, especially Outlook, PowerPoint, Word, and MS Teams.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• 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 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.