What are the responsibilities and job description for the Administrative Assistant to Principal - Jackson-Keller Elementary position at North East Independent School District?
Location: Jackson-Keller ES
Work Schedule: 210 Days
Work Type: Regular Full-Time
Exempt: No
Pay Grade: C8
REASONS TO JOIN NEISD
**IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment
**IMPORTANT INFORMATION REGARDING OPTIONS FOR PAY (for employees who work 215 Days or less ONLY)
EDUCATION AND EXPERIENCE :
High School Diploma or Equivalent
Four years administrative and bookkeeping experience, preferably in a public education environment
OTHER INFORMATION:
Notary Public Commission
High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.
PRIMARY PURPOSE SUMMARY :
Ensure efficient operation of elementary school administrative office and provide secretarial/clerical services for school's administrative staff. Oversees and keeps all aspects of the school’s finances moving smoothly and accurately. Handles all the school’s receivables, payables and record keeping as well as helping to manage budgeted funds.
Ensure efficient operation of elementary school administrative office and provide secretarial/clerical services for school's administrative staff. Oversees and keeps all aspects of the school’s finances moving smoothly and accurately. Handles all the school’s receivables, payables and record keeping as well as helping to manage budgeted funds.
ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:
1. Prepares written correspondence, forms, schedules, or reports using personal computer.
2. Prepares instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested.
3. Maintains a daily teacher attendance log and records for substitute teachers.
4. Monitors and processes personnel time records including leave requests and reports - Compiles information and submits to Central Office according to established deadlines.
5. Maintains school calendar of events.
6. Schedules meetings and appointments and maintains calendar for principal.
7. Assists students, teachers and parents as needed.
8. Receives incoming calls, takes reliable messages and routes to appropriate staff.
9. Assists with coordination of faculty meetings and campus activities.
10. Maintains physical and computerized files including mailing lists, student records, visitor logs and office communication.
11. Updates handbooks, policy manuals and other documents as assigned.
12. Maintains inventory of equipment and supplies.
13. Accounts for and deposits all monies coming into the school including groups and departments (fees, fund raisers, items sold to students, etc.).
14. Manages all aspects of all Student Activity and Campus Activity (SAF/CAF) accounts.
15. Processes all deposits in the SAF/CAF system.
16. Prepares all bank deposits.
17. Processes all check requests and prints checks from SAF/CAF system, ensuring that all disbursements are supported with proper documentation.
18. Processes all accounting transfers between SAF/CAF accounts.
19. Trains sponsors on the SAF/CAF system and required procedures.
20. Ensures that all transactions are appropriately charged to the proper general ledger account code.
21. Maintains complete and systematic records of District's financial transactions.
22. Maintains documentation for “non-sufficient funds” checks and notifies sponsors.
23. Instructs teachers and staff about District policies regarding expenditures and income, including but not limited to purchasing guidelines, SAF/CAF, KRONOS, navigating Employee Portal, Employee Self Service, Teacher House Portfolio, Outlook, Teacher Supply Reimbursement and Travel Request and Reimbursement.
24. Processes Request for Payments (RFP) as requested.
25. Processes travel reimbursements for campus personnel.
26. Processes teacher supply reimbursements and maintains supporting documentation for audit.
27. Functions as the KRONOS Coordinator, monitors and/or edits paraprofessional time cards.
28. Maintains and processes District P-Card. Responsible for P-Card check-out logs.
29. Responsible for all campus purchases and receiving of supplies and materials.
30. Prepares purchase order requisitions, to include researching bids, vendors and obtaining best pricing.
31. Processes P-Card, warehouse and print service orders.
32. Physically checks all merchandise received against packing slip and purchase order.
33. Records receipt of merchandise information into the District Lawson system.
34. Resolves discrepancies with vendors, including items received and invoiced.
35. Monitors outstanding purchase orders and prepares a purchase order action form as needed.
36. Ensures that all purchase order request are charged to the appropriate general ledger account code.
37. Prepares Professional Contracted Services Agreements.
38. Enters work orders for computer services, copier repairs, telecommunications and maintenance request.
29. Maintains/monitors local campus managed budget, to include preparation of budget transfers.
40. Responsible for the reconciliation of change fund.
41. Assists teachers with requests for transportation in the District TRIP and NEPD systems.
42. Enters supplemental pay requests.
43. Maintains/archives files and records of all financial transactions to include scanning and storing in DocuWare.
44. Assists Principal with personnel processing and employee directory.
45. Monitors "tax free" day sales and determines which income to groups is taxable and which is not.
46. Assists Budget Manager with budgeted campus funds, monitors on a daily basis.
47. Provides a budget balance report to Budget Manager and resolves any discrepancies as needed.
48. Inputs budget into Budget Allocation Program.
49. Works closely with Central Office Procurement and Accounting Departments.
50. Administers medication to students, checks temperatures, and notifies parents of student illness in nurse's absence.
51. Maintains confidentiality of information.
52. Reports to work on time every day.
53. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Knowledge of basic accounting principles
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms and taste or smell. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT:
The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate. The foregoing statements describe the general purpose and essential responsibilities assigned to this job and are not an exhaustive list of all essential responsibilities and duties that may be assigned or qualifications that may be required. The District reserves the right to amend the essential responsibilities for this position.
1. Prepares written correspondence, forms, schedules, or reports using personal computer.
2. Prepares instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested.
3. Maintains a daily teacher attendance log and records for substitute teachers.
4. Monitors and processes personnel time records including leave requests and reports - Compiles information and submits to Central Office according to established deadlines.
5. Maintains school calendar of events.
6. Schedules meetings and appointments and maintains calendar for principal.
7. Assists students, teachers and parents as needed.
8. Receives incoming calls, takes reliable messages and routes to appropriate staff.
9. Assists with coordination of faculty meetings and campus activities.
10. Maintains physical and computerized files including mailing lists, student records, visitor logs and office communication.
11. Updates handbooks, policy manuals and other documents as assigned.
12. Maintains inventory of equipment and supplies.
13. Accounts for and deposits all monies coming into the school including groups and departments (fees, fund raisers, items sold to students, etc.).
14. Manages all aspects of all Student Activity and Campus Activity (SAF/CAF) accounts.
15. Processes all deposits in the SAF/CAF system.
16. Prepares all bank deposits.
17. Processes all check requests and prints checks from SAF/CAF system, ensuring that all disbursements are supported with proper documentation.
18. Processes all accounting transfers between SAF/CAF accounts.
19. Trains sponsors on the SAF/CAF system and required procedures.
20. Ensures that all transactions are appropriately charged to the proper general ledger account code.
21. Maintains complete and systematic records of District's financial transactions.
22. Maintains documentation for “non-sufficient funds” checks and notifies sponsors.
23. Instructs teachers and staff about District policies regarding expenditures and income, including but not limited to purchasing guidelines, SAF/CAF, KRONOS, navigating Employee Portal, Employee Self Service, Teacher House Portfolio, Outlook, Teacher Supply Reimbursement and Travel Request and Reimbursement.
24. Processes Request for Payments (RFP) as requested.
25. Processes travel reimbursements for campus personnel.
26. Processes teacher supply reimbursements and maintains supporting documentation for audit.
27. Functions as the KRONOS Coordinator, monitors and/or edits paraprofessional time cards.
28. Maintains and processes District P-Card. Responsible for P-Card check-out logs.
29. Responsible for all campus purchases and receiving of supplies and materials.
30. Prepares purchase order requisitions, to include researching bids, vendors and obtaining best pricing.
31. Processes P-Card, warehouse and print service orders.
32. Physically checks all merchandise received against packing slip and purchase order.
33. Records receipt of merchandise information into the District Lawson system.
34. Resolves discrepancies with vendors, including items received and invoiced.
35. Monitors outstanding purchase orders and prepares a purchase order action form as needed.
36. Ensures that all purchase order request are charged to the appropriate general ledger account code.
37. Prepares Professional Contracted Services Agreements.
38. Enters work orders for computer services, copier repairs, telecommunications and maintenance request.
29. Maintains/monitors local campus managed budget, to include preparation of budget transfers.
40. Responsible for the reconciliation of change fund.
41. Assists teachers with requests for transportation in the District TRIP and NEPD systems.
42. Enters supplemental pay requests.
43. Maintains/archives files and records of all financial transactions to include scanning and storing in DocuWare.
44. Assists Principal with personnel processing and employee directory.
45. Monitors "tax free" day sales and determines which income to groups is taxable and which is not.
46. Assists Budget Manager with budgeted campus funds, monitors on a daily basis.
47. Provides a budget balance report to Budget Manager and resolves any discrepancies as needed.
48. Inputs budget into Budget Allocation Program.
49. Works closely with Central Office Procurement and Accounting Departments.
50. Administers medication to students, checks temperatures, and notifies parents of student illness in nurse's absence.
51. Maintains confidentiality of information.
52. Reports to work on time every day.
53. Performs additional duties and accepts responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Knowledge of basic accounting principles
- Proficient typing, word processing, and file maintenance skills
- Effective organizational, communication and interpersonal skills
- Ability to use personal computer and software to develop spreadsheets, databases and do word processing
- Ability to work with numbers in an accurate and rapid manner to meet established deadlines
- Ability to use Windows operating systems, word processing program, preferably Microsoft Word and spreadsheet program, Microsoft Excel
- Valid Texas Drivers License with driving record that meets the requirements of the District
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms and taste or smell. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT:
The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate. The foregoing statements describe the general purpose and essential responsibilities assigned to this job and are not an exhaustive list of all essential responsibilities and duties that may be assigned or qualifications that may be required. The District reserves the right to amend the essential responsibilities for this position.
___________________________________________________________________________________________________________
While all applications will be reviewed, not all applicants will be interviewed.
North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities 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.
Benefits:
Vacation & Paid Time Off, Health Insurance, Retirement Plan