Administrative Assistant- Student Support/Federal Programs - Harlandale Independent School District (TX) : Job Details

ob Title: Admin Asst to Student Support/Federal ProgramsExemption Status: Nonexempt/At-WillReports to: Director of Student Support and Special ProgramsPay Grade: D6Dept./School: SOSA Family Engagement CenterCalendar Days: 226Primary Purpose:Under minimal supervision, responsible for clerical and office support to the Coordinator for Compensatory Education/Federal Programs.Qualifications:Education/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient keyboarding, data entry, word processing, and file maintenance skillsKnowledge of correct English usage, grammar, spelling, and punctuationBasic understanding of educational policies of federal and state fundingAbility to use software to develop spreadsheets, databases, and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or departmentAbility to multi-task numerous complex administrative activitiesStrong organizational, communication, and interpersonal skillsExperience:Five years secretarial experience, preferably in public education environmentMajor Responsibilities and Duties:Records, Reports, and Correspondence1. Obtains, gathers, and organizes pertinent data as needed, and puts it into usable form.2. Assists in various reports as related to the duties of the administrator, such as E Grants application and Compliance Reports.3. Makes reservations, arranges transportation, prepares travel schedules, etc. for meetings and/or conferences for all personnel assigned to the department.4. Answers routine letters as the administrator designates.5. Supervises work of assigned clerical office personnel.6. Maintains Employee Absence Reports.7. Compile, maintain, and file all reports, records, and other documents as required including preventive maintenance data and work orders.8. Set up and maintain secure convenience files on all department employees in accordance with state, federal, and district requirements. Coordinate file maintenance schedules with central office.Phones9. Answer incoming calls, take messages, and route them to appropriate staff. Handle questions and requests falling within level of responsibility.Accounting10. Receives, checks and maintains identification and inventory records of all materials, equipment, etc., purchased with Federal funds.11. Works closely with accountants and perform bookkeeping tasks associated with the specific position.12. Issues and receives purchase orders for Title 1 Regular, Title 1 Migrant, and the Family Involvement Program and the McKinney-Vento Homeless Education Program.13. Prepares budgets and budget change requests for all Federal Programs/Parental Assignments.14. Maintains budgets for the above-mentioned programs and all other programs assigned15. Order office supplies for department. Prepare purchase orders and payment authorizations as directed.16. Compile and report time records, including leave requests and reports, and prepare payroll on department employees.Other17. Welcome all visitors and handle their requests or refer them to appropriate personnel. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.18. Maintain calendar of department activities and staff schedules and make appointments as required. Make meeting arrangements including arranging and setting up facilities and equipment and preparing materials.19. Maintain confidentiality of information.20. Follow district safety protocols and emergency procedures.21. Performs other job-related duties as may be assigned by the Director of Student Support Services and Special Programs.Supervisory Responsibilities:NoneMental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hoursMental Demands: Work with frequent interruptions; maintain emotional control under stressThis document describes the general purpose and responsibilities 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.The Harlandale Independent School District does not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, disability, military status, genetic information or on any other basis prohibited by law.An Equal Opportunity Employer