Administrative Assistant – Special Education

Fort Worth ISD; Fort Worth (TX); On-site; USD 40,000 - 48,000; Full time

Job summary

Fort Worth ISD is seeking an Administrative Assistant III for Office or Program responsibilities in a grant-funded role. This position provides comprehensive administrative, secretarial, and clerical support, including report preparation, data entry, and payroll information handling.

You will manage calendars, coordinate meetings, generate reports, and assist with forms and records, while maintaining confidentiality and high customer service standards in a fast-paced district environment.

Qualifications

• High school diploma or equivalent required; district experience preferred.
• Three years of office experience performing detailed work.
• Ability to handle confidential information with discretion.
• Bilingual English/Spanish preferred in some settings.

Responsibilities

• Provides a full range of administrative, secretarial, and clerical support.
• Compiles and generates reports, statistics, timelines, tables, graphs, and presentations.
• Manages calendars, coordinates meetings, and prepares follow-up materials.
• Maintains personnel and payroll records and processes forms.
• Operates standard office equipment and maintains confidential files.
• Maintains and reconciles budget expenditures and payroll for department.

Skills

Bilingual English/Spanish

Data entry

Interpersonal skills

Customer service

Attention to detail

Education

Accredited High School Diploma

GED

Tools

MUNIS

KRONOS

SmartFind

Google Suite

Microsoft Office 365

Job description

Administrative Assistant III Office or Program

Reports to: Executive Director, Director or Immediate Supervisor

PC: 21122

Grade 704

Duty Days: 239 Days

Salary: $39,674-$47,800

FLSA Status: Non-Exempt

This is a grant-funded position and is contingent on availability of funds.

Position Purpose

Provides a full range of administrative, secretarial, and clerical support; assists in preparing reports, work orders, and letters, enters digital information including fiscal information.

Essential Job Functions

• Administrative Functions


• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations.


• Answers incoming calls from employees, community members, and others; provides general information, and refers callers as appropriate, to other staff or other District personnel.


• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.


• Prepares periodic reports regarding related program activities.


• Prepares and maintains forms and records including personnel and payroll information.


• Operates all office equipment (e.g., computers, printers, copy machines).


• Maintains office files in a systematic and confidential manner. Fiscal Functions


• Maintains a system for receiving and tracking invoices.


• Orders and maintains supplies for the department.


• Enters Purchase Orders/Requisitions and Work Orders including travel.


• Maintains and reconciles budget expenditures.


• Maintains and reconciles payroll for department. Personal Work Relationships


• All Fort Worth ISD employees must maintain a commitment to the Districts mission, vision, and strategic goals.


• Exhibits high professionalism, standards of conduct and work ethic.


• Demonstrates high quality customer service; builds rapport/relationship with the consumer.


• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties As Assigned

• Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.


• Knowledge of records administration and maintenance techniques and procedures.


• Knowledge of using software in a school administration environment, including MUNIS, KRONOS, and SmartFind.


• Skill at the intermediate level, working with Google Suite and Microsoft Office 365, especially Outlook, PowerPoint, Word, and MS Teams.


• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.


• Skill in actively looking for ways to help people. Skill in interpersonal relationships, including using tact, patience, and courtesy.


• Ability to accurately prepare and maintain records, files, and reports. Ability to process and handle confidential information with discretion.


• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines.


• Ability to use software to create spreadsheets, databases, and do word processing


• Ability to communicate effectively, both oral and written forms.


• Ability to engage in self-evaluation with regard to performance and professional growth.


• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required. Physical & Mental Demands, Work Hazards


• Tools/Equipment Used: Standard office equipment, including computer and peripherals.


• Posture: Prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.


• Motion: Frequent repetitive hand motions; including keyboarding and use of mouse; occasional reaching.


• Lifting: Occasional light lifting and carrying (less than 15 pounds).


• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.


• Attendance: Regular and punctual attendance at the worksite is required for this position.


• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.


• Certification/License: None.


• Experience: 3 years office experience performing detailed work.


• Language: Bilingual (English/Spanish) preferred in some settings.

This is a grant-funded position.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.