What are the responsibilities and job description for the Administrative Assistant-Fine Arts Department position at New Braunfels?
Primary Purpose:
Assist the Director of Fine Arts in daily operations, maintaining and managing budgets, placing and processing purchase orders, and clerical services.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient skills in typing, word processing, bookkeeping, and file maintenance
Effective communication and interpersonal skills
Ability to use personal computer and software to develop spreadsheets and databases and do word processing
Demonstrate the ability to handle multiple tasks at the same time and deal with timelines
Telephone skills, computer organization and calendar management.
Experience:
One to three years of secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
- Administer Fine Art budget funds - balance all accounts and prepare financial reports when requested.
- Assist in preparation of budget and demonstrate fiscal responsibility in expenditure of funds.
- Prepare/process purchase orders.
- Process the ordering of supplies for the department and coordinate incoming supplies and equipment.
- Meet regularly with Fine Art Director to review budget activity.
- Effectively communicate with staff, colleagues, community members and parents.
- Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
- Prepare documents and maintain files.
- Perform duties as required of the position to run an efficient and effective program and office, including maintaining and scheduling appointments as required and maintaining departmental files.
- Prepare correspondence, memorandums, forms, requisitions, and reports for the Fine Art office.
- Be able to multi-task several projects at once.
- Assist in setting up professional development days for the Fine Art department.
- Coordinate travel for the Fine Arts department to professional development conferences
- Coordinate travel for Fine Arts Student Organizations to local, state and national competitions.
- Perform other duties as assigned.
Supervisory Responsibility:
None Equipment Used: Personal computer, calculator, printer, copier, and multi-line phone
Equipment Used:
Personal computer, calculator, printer, copier, and multi-line phone
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting, standing, climbing, bending, kneeling and reaching
Motion: Frequent walking, repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional district wide travel.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress; frequent prolonged and irregular hours. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be require