(Anticipated Vacancy) Records Coordinator, OPERATIONS

Cypress-Fairbanks ISD; Houston (TX); On-site; USD 35,000 - 43,000; Full time

Job summary

Cypress-Fairbanks ISD seeks an Administrative Office Associate to support the Operations Department, handling budgets, invoices, and records for multiple facilities. This role emphasizes accuracy, confidentiality, and efficient multitasking.

The position requires three years of office experience, strong Microsoft Office skills, excellent communication, and the ability to work independently across several tasks. 244 days of work per year with a salary of $38,788 CP-6.

Qualifications

• Three years of office experience, preferably in a public education environment.
• Experience with Microsoft Office suite/computer skills.
• Excellent verbal communication skills, personal integrity, and the ability to work with a wide range of individual and complex issues.
• Effective organization and interpersonal skills.
• Ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Ability to work on multiple tasks simultaneously.
• Maintain confidentiality of information.

Responsibilities

• Oversee the department’s budget, including purchases, financial management, and equipment acquisition. Prepare and submit the annual budget in a timely manner.
• Update monthly department budget to Director and Assistant Director.
• Process and maintain monthly and weekly budget processes and spreadsheets for the Operations Department.
• Maintain physical and computerized files on incoming/outgoing correspondence and departmental Area Manager budgets and reconciling monthly statements.
• Order custodial supplies for district buildings/Operations Department when needed.
• Process and maintain records of overtime forms and submit to Finance Office or Facilities Use Departments for reimbursement.
• Maintain records for contractors using our buildings during renovations and reimbursement for overtime.
• Maintain Club Rewind reimbursement for supplies and labor cost.
• Maintain reimbursement from Nutrition Services for waste removal.
• Process and pay Concentra invoices related to physical exams, ensuring billing accuracy and timely payments.

Skills

Office experience

Microsoft Office

Verbal communication

Organization

Independent judgment

Prioritization

Multitasking

Confidentiality

Education

High school diploma or GED

Tools

Multi-line phone system

Printer

Shredder

Job description

• Three (3) years office experience, preferably in a public education environment.
• Demonstrated computer skills with experience in Microsoft Office suite/computer skills.
• Excellent verbal communication skills, personal integrity, and the ability to work with a wide- range of individual and complex issues.
• Effective organization and interpersonal skills.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Ability to work on multiple tasks simultaneously.
• Maintain confidentiality of information.

REPORTS TO:

Director of Operations

Qualifications

• High school diploma or GED.
• Three (3) years office experience, preferably in a public education environment.
• Demonstrated computer skills with experience in Microsoft Office suite/computer skills.
• Excellent verbal communication skills, personal integrity, and the ability to work with a wide- range of individual and complex issues.
• Effective organization and interpersonal skills.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Ability to work on multiple tasks simultaneously.
• Maintain confidentiality of information.

Terms Of Employment

244 days

Salary/Paygrade

$38,788/CP-6

Salary Range (based on experience) as set by the Board of Trustees for the 2024-2025 school year.

Essential Functions

• Oversee the department’s budget, including purchases, financial management, and equipment acquisition. Prepare and submit the annual budget in a timely manner. Update monthly department budget to Director and Assistant Director.
• Process and maintain monthly and weekly budget processes and spreadsheets for the Operations Department.
• Maintain physical and computerized files on incoming/outgoing correspondence and departmental Area Manager budgets and reconciling monthly statements.
• Order custodial supplies for district buildings/Operations Department when needed.
• Process and maintain records of overtime forms and submit to Finance Office or Facilities Use Departments for reimbursement (user/extra event billbacks). Example: Church Services, Sports Associations, Campus Activities and Non-Academic Activities. Keep comprehensive report for overtime costs associated with requesting support from the Operation Department.
• Maintain a comprehensive overtime use record for the Operations Department for all facilities and monies reimbursed for various groups, organizations and district events.
• Maintain accurate records for contractors using our buildings during renovations construction projects and reimbursement for overtime for the Operations Department.
• Maintain monthly Club Rewind reimbursement for supplies and labor cost.
• Maintain monthly reimbursement from Nutrition Services for waste removal.
• Responsible for processing and paying Concentra invoices related to physical exams, ensuring billing accuracy, timely payments, and maintaining proper documentation for financial records.
• Responsible for maintaining the documents destruction schedules and processing shredding requests, including scheduling pickups of shred/recycle boxes.
• Perform other duties as assigned by Director and Asst. Director of Operations.
• Regular and reliable attendance is an essential function of the job.

Equipment Used

Multi-line phone system, personal computer and peripherals, printer, calculator, copier, shredder, and fax machine.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Prolonged use of the computer; repetitive hand motions. Continuous sitting.