Administrative Associate IIa – Instrumental Music

Reports to: Director II - Instrumental Music

PC 6962-6
Pay Grade: 104
Days: 240
Salary: $33,753 - $41,209

Position Purpose

Performs a full range of administrative, secretarial, and clerical support that includes a wide variety of office tasks requiring a general knowledge of policies, procedures, and systems. Exercises discretion in determining priority and/or order of completion of work assignments. Works with the Instrumental Music programs, on events, and supports other Instrumental Music Department needs. Handles non-complex matters to conserve supervisor’s time, and support the Director of Instrumental Music, teachers, and campus programs.

ESSENTIAL JOB FUNCTIONSRecords, Reports, and 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.

Administrative and Reception

• 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 director.

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

• Works with Instrumental Music Director, community, and Instrumental Music Teachers to support contests, events, Professional Learning, and other Instrumental Music Program needs.
• Works well with many people, both inside and outside the District related to Instrumental Music program needs and provide support.
• Monitors the work of department secretaries and clerical aides.

Accounting and 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.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

Supervisory Responsibilities

• None.

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 procedures and operation of business office equipment.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of inventory control principles and methods.
• Knowledge of using MUNIS software in a school administration environment.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in talking to others to convey information effectively.
• Skill in actively looking for ways to help people.
• Skill in completing assignments accurately and with attention to detail.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to maintain registers of materials, supplies, time, and work performed.
• Ability to work under pressure and meet close deadlines.
• Ability to analyze, organize and prioritize work while meeting multiple deadlines.
• 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.
• Ability to review work for accuracy.
• Ability to organize and coordinate work, including maintaining attention to details and quality.
• 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.
• Ability to communicate information and assist District personnel, office personnel, parents, school personnel, and/or outside agencies relative to District programs and activities.

• 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 on evenings and/or weekends.
• 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: 2 years’ office experience performing detailed work assignments that included use of arithmetic, research, or other functions; payroll; oral and written correspondence; meeting planning; working with financial or other numbers, and maintaining confidentiality collaborating with staff and other departments.

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.

Job Type: Full-time

Pay: $33,753.00 - $41,209.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Supplemental Pay:

• Signing bonus

Work Location: One location