Administrative Assistant Stem Academy

Job Title:

Administrative Assistant Wage/Hour Status: non-exempt

Assigned Staff of Operating Partner

Clerical 5

STEM Academy

227

• 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

• 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

This is a 227-day appointment. Generally, the hours for this non-exempt classified position are Monday through Friday from 7:00 am to 4:00 pm with a one‑hour lunch. The individual holding this position may need to be available early morning, evening and weekends to meet the needs of the department.

• 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…