Administrative assistant

To facilitate the efficient operation of the Facilities and Planning Division through the provision of administrative, clerical and support services.

Perform a variety of records management and data control duties. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.

Qualifications

Education / Certification / Licensure

High School diploma or GED

Special Knowledge / Skills

Bilingual English / Spanish preferred

Expertise in the Texas DPS Criminal History Search process and software

Knowledge of hardware and software needs / requirements for presentations

Strong organizational, communication, interpersonal and problem-solving skills

Ability to set priorities handles multiple assignments and makes decisions

Ability to maintain confidentiality

Good working knowledge of computer database, Microsoft office software, and business system

Experience

Three years of secretarial experience required. Purchasing and construction contract experience preferred.

Major Responsibilities and Duties

• Prepare agendas for meetings and Board packages with materials needed by the Director of Facility Services when attending board meetings;


• Perform various tasks in the preparation of reports, forms, meeting minutes, bid documents, purchase orders, and construction project accounting for the Director of Facility Services and Construction Project Managers;


• Ensure all project data is up to date through coordination with Project Managers and the Operations Finance Manager.


• Manage and track expenditures of Facility Services Facilities and Planning Division general fund and bond fund budget accounts.

Prepare requisitions, manage purchase orders, track expenditures, monitor accounts, and verify budget account balances.

• Manage the construction contractor badge process including reviewing DPS background checks and coordination with Construction Project Managers and contractors / sub-contractors.


• Assist Construction Project Managers with construction project insurance documentation management and verification of weekly mobilization forms.


• Perform varied work activities and practices associated with a productive office, including but not limited to answering telephone calls, typing correspondence, preparing reports, sending and retrieving e-mail messages and facsimiles, arrange and process travel request / reimbursement, and preparing mail for review and distribution.


• Maintain inventory of fixed assets, equipment, and office supplies; request maintenance and service of assets and equipment.


• Assist Department Staff as requested.


• Exhibit CCISD Core Values of trustworthiness, respect, responsibility, fairness, caring, and citizenship.

Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.

• Stay up-to-date professionally through the selection of quality professional learning opportunities for personal growth.


• Research district policy, precedent, and current practices prior to taking action.


• Participate as an effective team member who contributes to district, department, and content goals.


• Demonstrates proficient levels of technology applications.


• Participates fully in drills and safety exercises to provide for the safety and overall emotional wellbeing of students.


• Utilize time wisely for effective management of job responsibilities.


• Maintain punctuality in daily work times, appointments, and meetings.


• Meet task completion deadlines established by supervisor.


• Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.


• Work cooperatively with co-workers and supervisors to ensure that the goals of the school / department are met.


• Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).


• Perform other duties and accept other responsibilities as assigned

Mental Demands

Effective communication; ability to maintain emotional control in stressful situations

Physical Demands / Environmental Factors

Standing, walking, bending, stooping; exposure to inclement weather; drive in heavy traffic

Last updated : 2022-11-18