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Job description
Administrative Assistant - Special ServicesPrimary Function: Under the direction of the Director of Special Services, organizes the daily operations of the Special Services office, provides clerical support and customer service.Responsibilities/DutiesRecords, Reports and CorrespondencePrepares correspondence, forms, manuals, and vendor paperwork for contractsEstablishes and maintains record keeping/filing systemEnsures handbooks, policies, processes, and procedures remain currentAssists with preparing various federal, state and local reportsAssists with public information requestsAccountingPerforms routine bookkeeping tasksAssists with monitoring the department budget, including Federal fundsPrepares purchase orders, reimbursements and pays invoicesFile ManagementMaintains accurate department files, including updating changesReceives and processes applications and verifies completeness of filesAssists with the new contractors, fingerprints and employee ID badgesMonitors access to records and maintains proper security and confidentialityProcesses requests for official district records, maintains log of requests for records, retrieves documents, copies and mails recordsManages the records storage and destruction process following records retention requirementsOffice OperationsGreets visitors, answers phone calls and takes messagesResponds to routine inquiries and refers non-routine inquiries to appropriate staffReceives and routes mail and all other shipmentsSchedules and maintains appointmentsAssists with setup and clean-up of interviews, meetings, job fairs and other eventsCompletes paperwork and makes arrangements for workshops, conferences, job fairs and travel needsWorks closely with other departments and school sitesMonitors inventories and prepares supply orders for supplies and materialsSubmits work ordersMaintains confidentiality of all informationAssists with updating department websiteOtherDemonstrates behavior that is professional, ethical and responsibleMaintains confidentialityServes as a role model for all district staffParticipates in approved professional development opportunitiesPerforms other duties as assignedKnowledge and AbilitiesKnowledge of:Oral and written communication skillsInterpersonal skills using tact, patience and courtesyMethods of collecting and organizing data and informationOperation of a computer and assigned softwareDistrict and department policies and proceduresRelevant federal and state laws and requirementsAbility to:Work independently with little directionCommunicate effectively both orally and in writingEstablish and maintain cooperative and effective working relationships with othersMaintain regular and consistent attendanceDevelop, plan and organize daily operationsAnalyze situations accurately and adopt an effective course of actionMeet schedules and time linesPlan and organize workEducation/Licenses/Experience: High School diploma or equivalent. One year of experience in a school district office; Special Education preferred.Working ConditionsMental Demands: Self-motivated, perform tasks with little or no supervision; work with frequent interruptions; able to manage multiple complex projects concurrently; maintain emotional control under stress; ability to communicate effectively (verbal and written); coordinate district support functions.Physical Demands/Environmental Factors: Lifting/carrying – 15-44 pounds; frequent sitting, standing, walking, climbing, stooping/crouching/kneeling, pulling/pushing, reaching; repetitive hand motions; prolonged use of computer; speaking clearly; occasional district-wide, state-wide travel; work occasional irregular hours and prolonged hours.Calendar and Salary Range: 225 work days. See current salary for pay grade on the Clerical Pay ScheduleRevised: 8/01/23 The foregoing statements describe the general function 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.
Worksite address
austin, TX, 78701, US
Who can apply
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