Administrative Assistant for Academics and Assessment

Big Spring Independent School District; Big Spring (TX); On-site; USD 30,000 - 45,000; Full time

Job summary

Big Spring Independent School District is seeking an administrative assistant to organize and manage routine activities within the central administrative office and provide clerical support to the director or department head.

The role requires strong keyboarding, data entry, word processing, and file maintenance skills, with experience in spreadsheets and databases, and the ability to prioritize multiple tasks while communicating effectively with staff.

Qualifications

• High school diploma or GED required.
• Proficient keyboarding, data entry, word processing, and file maintenance.
• Ability to develop spreadsheets and databases; prioritize workflow; multi-task.
• 3 years secretarial experience.

Responsibilities

• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures. Other
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.
• Other duties as assigned.

Skills

Keyboarding

Data entry

Word processing

File maintenance

Spreadsheets

Databases

Prioritization

Multi-tasking

Communication

Education

High school diploma or GED

Tools

Spreadsheet software

Database software

Word processing software

Email client

Job description

Job Type Description

Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.

Job Qualifications

Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets and databases and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or the department Ability to multi-task numerous complex administrative activities Basic math skills Effective communication and interpersonal skills Experience: 3 years secretarial experience

Salary Schedule

Salary based upon current salary schedule.

Additional Job Information

• 1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• 2. Compile, maintain, and file all reports, records, and other documents as required.
• Accounting
• 3. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• 4. Order and maintain inventory of office supplies and program equipment.
• 5. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures. Other
• 6. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• 7. Maintain a schedule of appointments and make travel arrangements for department staff.
• 8. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• 9. Receive, sort, and distribute mail and other documents to department staff.
• 10. Maintain confidentiality of information.
• 11. Follow district safety protocols and emergency procedures.
• 12. Other duties as assigned.

Supervisory Responsibilities: None.

Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional district-wide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Contact Information

Dana Scott Assistant Superintendent of Academics & Assessment [phone]