Secretary/Administration

Conroe Independent School District; Conroe (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

Conroe Independent School District seeks an experienced administrative assistant to support the department. You will prepare correspondence, maintain files, update policies, and assist with board meeting materials.

The role includes basic bookkeeping, purchasing, inventory, and coordinating travel and scheduling for department staff. Ideal candidates bring a high school diploma or GED, strong keyboarding and data-entry skills, and the ability to multitask in a busy school district environment

Qualifications

• High school diploma or GED required.
• Proficient keyboarding, data entry, word processing and file maintenance.
• Ability to use PC software to develop spreadsheets, databases and documents.
• Ability to prioritize workflow and multitask complex administrative activities.
• Strong organizational and interpersonal skills.
• Basic math skills.

Responsibilities

• Prepare correspondence, forms, reports, manuals and presentations for department staff.
• Compile, maintain and file reports, records and documents as required.
• Update handbooks, policy manuals and other documents.
• Maintain physical and computerized files, mailing lists and logs.
• Arrange materials for Board of Trustees meetings and travel for staff.
• Handle routine bookkeeping and department budget records; process purchase orders.
• Order and maintain inventory of office supplies and equipment.
• Process time records, leaves, and staff reports per district procedures.
• Answer calls, take messages, route to staff; manage staff schedule and travel.
• Set up department meetings, prepare materials and facilities; receive mail and distribute.
• Assist staff, parents and community; maintain confidentiality; other duties as assigned.

Skills

Keyboarding

Data entry

Word processing

File maintenance

Spreadsheets

Databases

Prioritize workflow

Multi-tasking

Organizational skills

Communication skills

Interpersonal skills

Basic math

Education

High school diploma or GED

Tools

MS Office Suite

Database software

Job description

DUTIES and 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.
• Update handbooks, policy manuals, and other documents as assigned.
• Maintain physical and computerized files, including mailing lists, records, visitor logs, and office communications.
• Prepare materials for Board of Trustees meetings.
• 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.
• 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.
• Assist staff, parents, and community as needed.
• Maintain confidentiality of information.
• Other duties as assigned.

EXPERIENCE

• One to three years secretarial experience

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 personal computer and software to develop spreadsheets, databases and word processing documents
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Effective organizational, communication, and interpersonal skills
• Basic math skills

CONTACT INFORMATION

Mental Demands/ Physical Demands/Environmental Factors

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 districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

SALARY

Pay Plan: AS-5 - Minimum hourly rate - $18.75