Administrative Assistant to Chief Academic Officer

Santa Fe Independent School District•Santa Fe, TX

1d•Onsite

About The Position

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Requirements

High school diploma or GED
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software and Microsoft applications
Ability to multi-task numerous complex administrative activities
Advanced secretarial experience with extensive contact with people preferred

Responsibilities

Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
Schedule appointments and maintain the administrator’s calendar.
Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
Make travel arrangements including making hotel reservations and turning in conference registration forms.
Answer incoming calls and greet visitors.
Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.
Compile pertinent data used to prepare various required federal, state and local reports.
Perform routine bookkeeping tasks and maintain multiple budgets, including state and federal grant budgets.
Prepare and process department and CTE purchase orders and payment authorizations.
Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
Compile, maintain, update and file all reports, records, and other documents as required on district platforms.
Comply with policies established by federal and state laws and regulations, and local board policy.
Maintain confidentiality.
Follow district safety protocols and emergency procedures.
Display tolerance necessary for accepting supervision for and criticism of job performance.
Work in harmony with supervisory, faculty, and peer personnel.
Use professional information discreetly and judiciously.
Support and follow administrative and Board policy.
Represent the school system to the community in a positive, professional way.
Maintain a sincere, friendly attitude toward patrons.
Perform other duties as assigned.