Department Secretary - Transportation

Position Summary

The Department Secretary provides vital administrative and clerical support to a designated department within the school district, ensuring smooth and efficient daily operations. Responsibilities include managing communications, scheduling meetings, maintaining accurate records, preparing reports, and assisting with departmental initiatives.

Minimum Requirements 

• High school diploma or GED equivalent recognized by the Texas Education Agency or a regional accrediting agency.
• Three (3) years of clerical experience or equivalent.
• Must have satisfactory outcome of fingerprinting background check.

Preferred Qualifications 

• Bachelor’s degree from an accredited college or university.
• Ability to communicate effectively in both English and Spanish.

Knowledge, Skills, and Abilities

• General knowledge of routine office procedures, including customer service, telephone etiquette, efficient and effective filing, and recordkeeping systems.
• Knowledge of Google Drive and Google programs (Docs, Sheets, Forms, and Slides)
• Ability to meet established deadlines.
• Participate in district and campus staff development programs that improve job-related skills.
• Use practical communication skills with district personnel
• Daily attendance at work and punctuality are essential functions of the job.
• Excellent organizational, communication, and interpersonal skills.

Essential Functions/Key Responsibilities 

• Assist staff as needed.
• Attend to visitors with professionalism and courtesy.
• Maintain and assist with the operation of office equipment as needed.
• Anticipates and prepares materials the Director needs for conferences, meetings, training, appointments, telephone calls, etc.
• Schedule administrative staff meetings and appointments and maintain an administrator's calendar.
• Provides support and answers questions related to District issues from district staff or the general public.
• Perform general office procedures, including typing, filing, mail, duplication of materials, data processing, and editing.
• Assist in preparing and monitoring the department budget; track expenditures and reconcile balances.
• Process purchase requisitions and purchase orders in accordance with district procedures, ensuring proper approvals and documentation.
• Coordinate with vendors and staff to verify orders, resolve discrepancies, and ensure timely receipt of goods and services.
• Review and submit invoices for payment, ensuring accuracy and alignment with purchase orders and receipts.
• Maintain organized financial records and support audits while ensuring compliance with district, state, and federal guidelines.
• Prepare and edit correspondence /reports for the supervisor.
• Assist with processing department reports and documents directed by the administrator.
• Maintain general office files: save/store required documents per policy and administrative procedures.
• Create and maintain spreadsheets to document and track department initiatives.
• Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.
• Keep informed of and comply with policies established by federal and state law, State Board of Education rule, and board policy.
• Attend meetings and work overtime as required. 
• Daily attendance at work and punctuality are essential functions of the job. 
• Comply with all district routines and regulations.
• Maintain confidentiality. 
• Perform other duties as assigned.

Supervisory Responsibilities

• None.  

Working Conditions

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Frequent walking, Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching.  

Lifting: Occasional light lifting and carrying (less than 15 pounds).

Environment: Work inside, may work outside; regular exposure to noise.

Mental Demands: Maintain emotional control under stress; work with frequent interruptions and prolonged or irregular hours.

Non-Discrimination Notice: Boerne ISD is an equal opportunity educational provider and employer and does not discriminate on the basis of race, color, national origin, sex, age, disability, or other protected status in its educational programs, activities, or employment practices and provides equal access to the Boy Scouts and other designated youth groups, as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended. For questions regarding nondiscrimination policies, contact Human Resources at 235 W. Johns Road, Boerne, TX 78006 | 830-357-2000 | www.boerneisd.net.