Administrative Assistant Stem Academy

Ector County Independent School District•Odessa, TX

About The Position

Regularly consult with the Operating Partner regarding school office operations Performs various day-to-day clerical and administrative functions in support of the office and department Performs any combination of entry-level clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation and reception duties Ability to learn and implement district and Operating Partner’s procedures, policies and programs Assist with school and Operating Partner events Screens office calls, visitors, and mail Provides information and assistance including responding to sensitive requests for information and assistance, research information and office policies, assists the students, faculty, staff, vendors or visitors Responsible for sorting and distribution of mail Answer special requests or solve problems, routing to senior staff members as appropriate Assist with daily attendance, rosters and necessary student reports Provide weekly reports of absences for teachers and staff as requested Maintain hourly employee and substitute teacher time sheets along with submitting monthly substitute payroll Oversee student and campus activity funds, including collecting money, issuing receipts, purchasing, and submitting reimbursement requests Confer regularly with immediate supervisor and Operating Partner to coordinate activities, exchange information and resolve problems Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order Articulate the school’s mission to the community and solicit its support in realizing the mission Other duties as assigned

Requirements

High School diploma
Good communication and organizational skills
Detailed focused
Proficiency with Microsoft Office Package including Word, Excel and Outlook
Ability to successfully complete a criminal background check and drug screen
Ability to handle highly confidential material
Ability to exercise and apply sound judgement and decision-making skills
Ability to maintain integrity and confidentiality of data
Able to effectively communicate general information to University constituency, however, some situations may require the ability to reply to complex or adverse information with tact and diplomacy
Proficient in the use of Microsoft Office software specifically Word, Excel and Outlook
Ability to stay current with emerging office technologies
Knowledge of, or ability to learn, ECISD programs such as Kronos, Munis, Smartfind, Focus, etc.
Able to effectively process forms, verify data for accuracy, completeness in compliance within established procedures
Able to enter data into a computer system, monitor, calculate and submit time sheets
Able to maintain confidential files and data
Able to identify problems and propose feasible solutions
Ability to type, compose and edit correspondences, memos, letters, agenda and reports
Ability to revise schedules, forms, reports, records and other information
Ability to prepare statistical information for use in reports
Coordinate schedules, appointments, projects, travel arrangements, supply orders and special events.
Attend meetings and transcribe and distribute minutes
Initiate and answer telephone calls, screen and direct calls, greet visitors and direct to appropriate personnel, route and distribute incoming mail and other materials, prepare outgoing mail and packages
Ability to accept supervision, assignments, change and correction
Proven effectiveness in dealing with a wide range of professionals, staff and administrators
Ability to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity
Engage in meaningful and intentional professional development appropriate for areas of responsibility
Carry out all responsibilities and objectives in a professional manner
Maintain professionalism when dealing wit all staff and other customers while fostering positive working relationships
Consult regularly with OP staff
Accept and render constructive criticism in a professional manner
Physical Strength/endurance to enable him/her to perform and participate in the following activities: Physically able to lift various materials up to 25 pounds on an occasional basis
While performing require job tasks, physically able to bend, crouch and reach continuously
While performing the required tasks, physically able to remain seated, frequently to continuously
While performing required job tasks, physically able to remain standing up to 15% of the time
Possess dexterity abilities required to operate a computer and other office equipment to perform related job responsibilities
Maintain emotional control under stress
Frequent districtwide and some statewide travel; occasional prolonged or irregular hours

Responsibilities

Regularly consult with the Operating Partner regarding school office operations
Performs various day-to-day clerical and administrative functions in support of the office and department
Performs any combination of entry-level clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation and reception duties
Ability to learn and implement district and Operating Partner’s procedures, policies and programs
Assist with school and Operating Partner events
Screens office calls, visitors, and mail
Provides information and assistance including responding to sensitive requests for information and assistance, research information and office policies, assists the students, faculty, staff, vendors or visitors
Responsible for sorting and distribution of mail
Answer special requests or solve problems, routing to senior staff members as appropriate
Assist with daily attendance, rosters and necessary student reports
Provide weekly reports of absences for teachers and staff as requested
Maintain hourly employee and substitute teacher time sheets along with submitting monthly substitute payroll
Oversee student and campus activity funds, including collecting money, issuing receipts, purchasing, and submitting reimbursement requests
Confer regularly with immediate supervisor and Operating Partner to coordinate activities, exchange information and resolve problems
Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order
Articulate the school’s mission to the community and solicit its support in realizing the mission
Other duties as assigned