Administrative Assistant II - Principal's Secretary

Del Valle ISD

  • Texas
  • Permanent
  • Full-time
  • 23 days ago
Primary Purpose:Ensure the efficient operation of the school's administration office, provide clerical services for the school's administrative staffand manage school finance, cash and budget accounts.Minimum Qualifications:Education/CertificationHigh school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50.00) paid by the employee.Required Experience:Three (3) years' of work related experience and general knowledge of routine office procedures to include customer service,telephone etiquette, efficient and effective filing and bookkeeping procedures.Knowledge/Skills:Ability to communicate effectively with diverse groups of individuals in a professional mannerProficient keyboarding and file maintenance skillsAbility to use software to develop spreadsheets, databases, and do Word processingAbility to maintain accurate and auditable recordsKnowledge of basic accounting principlesAbility to follow verbal and written instructionsAbility to perform a variety of tasks often changing assignment on short noticeEffective organizational, communication, and interpersonal skillsDemonstrated proficiency in general office management and proceduresPossess excellent interpersonal and communication skills, and high level of integrity regarding student records, employment recordsand campus issueMust be self-motivated, possess the ability to work under pressure, able to handle multiple tasks and work collaborativelyMajor Responsibilities and Duties:(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)ProfessionalismThe Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.
  • Rule §247.1 Purpose and Scope; Definitions
  • Rule §247.2 Code of Ethics and Standard Practices for Texas Educators
Organization ManagementThe secretary manages administrative, fiscal, and facilities functions responsibly through activities such as the following:
  • Prepares and makes cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
  • Assists with campus budget preparation and maintain accurate records of expenditures.
  • Prepares and processes purchase orders and receive, store, and issue supplies and equipment.
  • Maintains inventory of fixed assets, equipment, and supplies.
  • Maintains inventory of equipment and supplies; order supplies and materials as needed.
  • Prepares campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
  • Prepares instructional materials as requested.
  • Maintains a daily teacher attendance log and records for substitute teachers.
  • Monitors and processes time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
  • Maintains school calendar of events.
  • Compiles, maintains, and files all reports, records, and other documents as required.
  • Maintains student records according to established procedures.
  • Maintains documentation related to federal programs and provide all paperwork to the necessary district departments.
  • Prepares and edits correspondence/reports for principal and designated school staff.
  • Maintains general office files; save/store required documents per policy and administrative procedures.
  • Establishes and maintains recordkeeping procedures for the campus.
  • Monitors appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies, paychecks, travel checks, reimbursements, etc.)
  • Maintains payroll information including attendance reporting, absence reports, etc.
  • Prepares documents/school calendars, and other materials to be distributed.
Communication and Community RelationsThe secretary promotes a positive tone for school or community relations through activities such as the following:
  • Receives incoming calls, answer questions, take messages and route to appropriate staff.
  • Greets visitors with professionalism and courtesy.
  • Schedules meetings and appointments and maintain calendar for principal/staff.
  • Assists students, teachers, and parents as needed.
  • Sorts and delivers mail to all campus personnel.
Organization ImprovementThe secretary promotes efforts to improve the school or organization through activities such as the following:
  • Monitors workflow of the campus and office staff.
  • Assists students, teachers and parents as needed.
  • Maintains and assists with operation of office machines as needed.
  • Prepares materials for school distribution.
Qualities of an Effective SecretaryThe secretary exhibits qualities such as the following:
  • Daily attendance and punctuality at work are essential functions of the job.
  • Participates in District and campus staff development programs that improve job related skills.
  • Keeps informed of and comply with state, district, and school regulations, including daily attendance, punctuality and confidentiality.
  • Uses effective communication skills with students, parents and District personnel.
  • Maintains confidentiality.
Supervisory ResponsibilitiesNoneEquipment:Office equipment and tools: calculator, computer, scanner, printer, copier, fax, multiline telephone, and other equipment applicable to position.Working Conditions:Mental Demands/Physical Demands/Environmental Factors
  • Frequent exposure to: exposure to hot and cold temperatures (work inside and outside), humidity extremes, noise, low or intense illumination, vibration, biological hazards, working on uneven surfaces, working alone, working prolonged or irregular hours.
  • Works irregular and extended work hours when approved by the principal.
  • Works with frequent interruptions/deadlines and maintain emotional control under stress.
  • Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
  • Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
  • Biological exposure to bacteria and communicable diseases.
  • Occasional light lifting and carrying (less than 15 pounds).
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 required.Job Title : Administrative Assistant II - Principal's SecretaryPrimary Location : Creedmoor ElementarySalary Range : $20.17 - 28.15 / 223 Days / HourlyShift Type : Full-Time

Del Valle ISD