Administrative Assistant II - Communications

Primary Purpose

Ensure the efficient operation of the central administration office and provide clerical services for the Chief of Communications and Director of Communications.

Minimum Qualifications

Education/Certification

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidates must have a satisfactory outcome of a fingerprinting background check. Non-refundable fee (approximately $50.00) paid by the employee.

Knowledge/Skills

• Ability to communicate effectively with diverse groups of individuals in a professional manner
• Ability to operate multi-line phone system
• Ability to speak, read, and understand English
• Ability to read and comprehend verbal and written instructions
• Ability to effectively present information in one-on-one situations
• Ability to perform a variety of tasks often changing assignment on short notice
• Knowledge of basic accounting principles, 10-key numerical data entry, and filing practices
• Effective public relations, organization, communication, and interpersonal skills
• Demonstrated proficiency in general office management and procedures

Experience

• Three (3) years of work-related experience, knowledge of routine office procedures to include customer service, telephone etiquette, efficient and effective recordkeeping procedures, new staff training, and presentation development.
• Bilingual preferred.

Major 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.)

Professionalism

The Educators' Code of Ethics is set forth in the 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 Management

The Administrative Assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Greet visitors (e.g. public, parents, students, substitutes, vendors, etc.) respond to their inquiries and/or direct them to appropriate personnel in accordance with district policies and procedures regarding building security.
• Maintain visitor log and issue visitor passes.
• Respond to emergency calls and notify appropriate parties to address immediate safety and/or security issues.
• Receive deliveries and disseminate materials and information to the appropriate parties.
• Provide clerical assistance as needed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Follow district safety protocols and emergency procedures.
• Maintains payroll information including attendance reporting, absence reports, time sheets etc.

Communication and Community Relations

The Administrative Assistant promotes a positive tone for school or community relations through activities such as the following:

• Receives incoming calls, answers questions, takes messages and routes to appropriate staff.
• Greets visitors with professionalism and courtesy. Assists students, staff, teachers, office visitors, and parents as needed.

Professional Growth and Development

Participate in all the departments assigned professional development.

Qualities of an Effective Administrative Assistant

The Administrative Assistant exhibits qualities such as the following:

• Daily attendance and punctuality at work are essential functions of the job.
• 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.

Supervisory Responsibilities

• None

Equipment

Office equipment and tools: calculator, computer, scanner, printer, copier, multiline telephone, and other equipment applicable to position.

Working Conditions
Mental Demands/Physical Demands/Environmental Factors

• Work irregular and extended work hours.
• Works with frequent interruptions/deadlines and maintains emotional control under stress.
• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration.
• Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work outside, work around moving objects or vehicles, work on uneven surfaces.
• Occasional lifting and carrying, pushing and pulling, 10-35 pounds sporadically.

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.