Administrative Assistant to the Dir(s) of Fine Arts/Student Services

Grapevine-Colleyville ISD; Grapevine (TX); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading educational institution in Grapevine is seeking an Administrative Assistant to support the Directors of Fine Arts and Student Services. This role involves managing financial records, providing clerical support, and ensuring efficient communication with stakeholders. The ideal candidate will have strong organizational skills and experience in bookkeeping. This position offers the opportunity to contribute to the educational environment while maintaining confidentiality and professionalism.

Qualifications

• High School diploma required; bookkeeping experience preferred.
• Strong computer proficiency and organizational skills essential.

Responsibilities

• Maintain accurate financial records and manage transactions.
• Provide clerical support and assist with administrative tasks.
• Coordinate travel arrangements and manage communications.

Skills

Bookkeeping

Data Entry

Organization

Communication

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Skyward

Google Suite

Job description

Job Title: Admin Asst to the Dir(s) of Fine Arts/Student Services Days/ Status: Nonexempt

Department/School: Schools Team Pay Grade: Clerical 6

Reports to: Director(s) of Fine Arts& Student Services Date Revised: 5/2025

Primary Purpose

The primary purposes of this role are to efficiently manage general bookkeeping, maintain accurate financial records (including activity funds), provide exceptional service to teachers, parents, and district professionals, and offer comprehensive administrative support to the Directors of Fine Arts and Student Services.

This position will start on July 7, 2025

Qualifications

Education/Experience

• High School diploma or equivalent
• Bookkeeping and data entry experience preferred
• Previous work experience within a school campus/district environment is highly desirable

Special Knowledge/Skills:

• Comprehensive knowledge of bookkeeping principles, practices, and contract management.
• Proven ability to work with numerical data accurately and efficiently under pressure to meet deadlines.
• Strong computer proficiency, including experience developing spreadsheets and databases, and the capacity to learn district-specific and external software applications quickly.
• Demonstrated skill in developing and maintaining organized spreadsheets, databases, and filing systems.
• Proven knowledge and experience using various computer programs, including Microsoft Word, Excel, PowerPoint, and Publisher. Familiarity with Google Suit is preferred.
• Experience with Skyward, particularly in finance, reporting, and parent communication, is highly desirable.
• Demonstrated ability to manage a high volume of tasks and navigate complex situations simultaneously while maintaining excellent organization and efficiency.
• Exceptional organizational, verbal, written, and interpersonal communication skills.
• Understanding of District organization, operations, and procedures.
• Demonstrated ability to manage and protect sensitive student and staff information in compliance with district policies and legal requirements (e.g., FERPA).
• Proficient in formatting clear, concise, and effective reports and materials for district leaders, external stakeholders, and governmental entities.
• Exhibits professionalism and a proactive willingness to assist colleagues.
• Highly self-directed with a proven ability to independently complete projects with minimal supervision.
• Proficient in operating standard office equipment.

Major Responsibilities and Duties:

Financial Record Keeping and Management:

• Maintain accurate and systematic records of all Fine Arts financial transactions in accordance with established district procedures and Generally Accepted Accounting Principles (GAAP).
• Accurately process and account for all funds generated and disbursed within school-sponsored Fine Arts activity accounts.
• Prepare comprehensive monthly and other periodic financial reports, as well as task-specific reports as needed.
• Assist in the annual budget preparation process, including diligent budget monitoring and accurate data entry.

Data and Records Management:

• Maintain and transmit organized physical and electronic files and records, including:
• All purchases, deposits, and expenditures for Fine Arts departments across general operating, student activity, and student fee accounts.
• Documentation related to the District Foreign Exchange Program.
• Responses to records requests, including subpoenas, student discipline matters, and bullying incidents.
• Title IX records and related documentation.
• Records pertaining to general and designated program student transfers.
• Documentation for Section 504 Assistive Devices.

Administrative and Logistical Support:

• Coordinate travel arrangements and process related payments efficiently.
• Prepare and submit contracts for review and approval prior to generating purchase orders and check requests, as required.
• Process all district Fine Arts purchase orders and check requests, ensuring compliance with bid and board purchasing policies and verifying fund availability. Receive goods on purchase orders and resolve any discrepancies.
• Process payment authorizations accurately and in a timely manner.
• Prepare and send invoices as necessary.

Clerical and Communication Support:

• Provide comprehensive clerical support, including frequent and professional interaction with parents and external stakeholders.
• Efficiently answer incoming phone calls, respond to emails and parent inquiries, accurately take messages, and route them to the appropriate staff member.
• Provide dedicated clerical support to Student Services in areas supporting assistant principals and professional development, including:
• Items related to professional development sessions and maintaining participant lists.
• Updating and maintaining the Assistant Principal Guidebook.
• Assisting with the formatting of the Student-Parent Handbook, Section 504 Handbook, Student Code of Conduct, and other district documentation
• Organizing and attending district Attendance Review Board meetings.
• Efficiently receive, sort, and distribute incoming mail, supplies, and other correspondence to the appropriate staff.
• Respond promptly and professionally to inquiries from staff, the public, parents, and/or students, providing accurate information and/or direction as needed.

Professional Responsibilities:

• Actively participate in meetings and training sessions as directed by district staff.
• Maintain strict confidentiality regarding all sensitive student and staff information, including criminal notifications concerning district students.
• Maintain regular and consistent attendance to ensure operational efficiency.
• Perform all other duties as assigned to support the overall needs of the department and district.

Working Conditions

Equipment Used: Personal computer, printer, copier, and other district equipment

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 travel within the district

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; demonstrate patience and flexibility in changing job demands and when interacting with parents, staff, students, visitors, and the public

The foregoing statements describe the general purpose 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.