Administrative Assistant to the Superintendent

ITASCA ISD

                                                                                                                        Job Description: Administrative Secretary

Primary Purpose

Under general supervision, organize and manage the routine office activities of an administrative department and provide clerical services to the department head and other staff members. The position is also under general supervision, supporting Human Resources for the district and ensuring efficient operation of the district administrative office.

Qualifications

Education/Certification

Special Knowledge/Skills

• Advanced knowledge of Google Workspace, Microsoft Word, and Excel, and file maintenance skills
• Excellent and highly effective organizational, communication, interpersonal skills and math skills
• Knowledge of accounting principles, purchasing procedures, and invoicing.
• Knowledge of Boardbook, Ascender, and TEAL (Texas Education Agency Login) is a plus.
• Demonstrate proficiency in handling matters of highly confidential nature.
• Must possess personal qualities related to respect for the rights and confidentiality of others.
• Exceptional public relations, interpersonal, and communication skills; ability to interact professionally with campus leadership, the school board, and the public.
• Operational Excellence: Ability to make independent decisions regarding planning and organizing; ability to multi-task numerous complex administrative and financial activities.
• Confidentiality: Demonstrated ability to maintain strict confidentiality regarding sensitive district and personnel information

Experience

3 years secretarial experience, preferably in a public education setting; one-year clerical experience

Major Responsibilities:

Executive Support & Board Relations

• Organize, prepare, and post official board agendas and records using Boardbook; distribute materials to board members as required.
• Record and transcribe minutes for Executive Staff and Board of Trustees meetings.
• Schedule appointments and maintain the Superintendent’s complex calendar.
• Coordinate travel arrangements and conference registrations for Board members and administrators.

Financial Leadership & Accounts Payable

• Oversee daily operations of the accounts payable department and ensure timely processing of all payments.
• Maintain accurate records of accounts owed, monitor account balances, and authorize payment of invoices.
• Review department payables for accuracy, including travel reports and food service orders.
• Assist in processing bids and purchase orders; verify available funds and authorizations before purchases are finalized.
• Detect and resolve discrepancies with incorrect orders, invoices, and shipments; contact vendors as needed.

Administrative Operations & Supervision

• Prepare correspondence, forms, manuals, and reports for the Superintendent and CFO using personal computer applications.
• Compile, maintain, and file all reports, records, and other documents required, including auditable records.
• Greet visitors and answer incoming calls with a strong customer service attitude.

Records, Reports, and Correspondence:

• Prepare written correspondence, forms, schedules, reports, board books, etc. for assigned leadership with personal computer.
• Maintain department calendar of events.
• Schedule meetings and appointments and maintain calendar for assigned leadership.
• Compile pertinent data as needed for preparing various federal, state and local reports.
• Receive and greet staff, parents, visitors, board members, stakeholders and applicants.
• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Sort, distribute, or deliver mail and other documents or other correspondence.

Human Resources Support:

• Audit and maintain certification and licensing information of certified or licensed professional, paraprofessionals, and auxiliary employees.
• Process teacher applicants and verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in Texas.
• Assist principals and director of human resources (HR) in assignment of teachers according to SBEC assignment criteria.
• Process SBEC permit applications and monitor permit status.
• Maintain computerized and physical information on SBEC rules, certification requirements, processes, testing dates, etc.
• Track certifications, testing, and permit status and communicate with employees to ensure completion of certification requirements within established timelines.
• Serve as a resource person to administrators and employees on certification issues.

Human Resources; Compliance Support

• Security Screenings: Conduct all employee background checks and initiate fingerprinting through the SBEC system.
• Provide any derogatory background checks to designated leadership for review and final determination.
• Safety Compliance: Perform annual bus driver driving record checks via the DPS system.
• State Reporting: Prepare and file TIER II annual reporting to the state and assist with other state/local reports

Human Resources Files

• Maintain employee and applicant files including receiving and routing of changes (e.g. name, address, etc.)
• Maintain digital applicant files, prepare acknowledgements, and notice to those not selected.
• Process requests for official district records, including maintaining log of requests for records, retrieving documents, copying and mailing records. Storage and destruction process for HR records fo
• Enter and update employee information in the central database.
• Respond to requests for verification of employment, prepare and employee service records.
• Manage the records storage and destruction process for HR records following established records retention schedule and requirements of the State of Texas Library and Archives Commission.
• Responsible for pulling employee background checks, ensuring all Department of Public Safety (DPS) guidelines are met, ensure the destruction and/or security for necessary storage.
• Maintain all pertinent records required to monitor background checked and destruction as required DPS audit information.

Professional Conduct

• Demonstrates ability to remain calm and withstand pressures.
• Demonstrate the flexibility to changes in routine and adapt quickly to changing situations.
• Reliable and responsible attendance and punctuality
• Demonstrates respect, courteousness to peers and visitors and assist fellow workers willingly.
• Avoid speaking ill of the district and district personnel.

Other

• Maintain confidentiality.
• Report to work in a timely manner according to assigned schedule.
• Participate in professional development to improve skills related to job assignment
• Perform other duties as assigned by the supervisor or other administrator that are consistent with general requirements and qualifications for the position.

Supervisory Responsibility:

None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector and display monitor

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching; Vision Abilities: Close vision and color vision; Lifting: Occasional light lifting and carrying (10-50 pounds); Environment: Occasional districtwide travel; occasional statewide travel; Mental Demands: Work with frequent interruptions; maintain emotional control under stress; able to work with demands of deadlines