Administrative Assistant III – IT Business Services

Position Purpose

Provides administrative support to the IT Business Services and Training division of Department of Technology. Provides a full range of administrative, secretarial, and clerical support;

assists in preparing reports, work orders, and letters; enters digital information including fiscal information. Assists with acquiring resources within budget and facilitating communication between FWISD and vendors in order to deliver products / services.

Assists in planning and completing purchasing of products / services for Districtwide, including processing Purchase Card (P-Card) transactions and auditing statements.

Maintains standard office files and initiates general correspondence as appropriate.

ESSENTIAL JOB FUNCTIONS

Records, Reports & Correspondence

• Compiles and generates, reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related departmental activities.
• Prepares and maintains memo, forms and records including personnel and payroll information.
• Maintains office files in a systematic and confidential manner.
• Prepares, maintains, and compiles minimally to moderately complex reports.
• Monitors and processes time records including leave requests and reports. Compiles information and submits to central office according to established procedures and deadlines.
• Compiles, maintains, and files all reports, records, and other documents as required. Maintains departmental records according to established procedures.
• Assists staff in preparing training documentation for meetings, and facilitating conference calls.

Reception & Phones

• Answers inquiries regarding established policies and procedures.
• Answers incoming calls from employees, community members, and others, and provides general information, takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel.
• Schedules meetings and appointments and maintains calendar for director.
• Maintains departmental email boxes.

Accounting & Procurement

• Assists with departmental budget preparation and maintains accurate records of expenditures. Prepares and processes purchase orders and receives, stores, and issues supplies and equipment.
• Assists staff in identifying best method for expediting procurement processes.
• Supports the procurement process for the District through the requisition entry, purchase order process and the support of budget stringing and budget transfers.
• Initiates, composes, and edits correspondence involving explanations of receipts and charges.
• Maintains a log of purchase orders / requisitions and work orders for Districtwide campus / departmental technology related purchases.
• Maintains a system for receiving and tracking invoices Assists staff in identifying best method for expediting procurement processes.
• Prepares documents prior to purchasing and legal review process.
• Works closely with District purchasing personnel to ensure legal purchasing compliance.

Other

• Prepares and processes departmental payroll submissions in a timely manner; acts as liaison for the department with regard to departmental payroll issues.
• Assists with planning, preparation, and setup of staff meetings and departmental activities.
• Sorts, distributes, or delivers mail and other documents.
• Maintains confidentiality.

Supervisory Responsibilities

None.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District’s 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 operation of business office equipment.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of inventory control principles and methods.
• Knowledge of using MUNIS software in a school administration environment.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Skill at the intermediate level, working with Microsoft Office , especially Outlook, PowerPoint, and Word.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in talking to others to convey information effectively.
• Skill in actively looking for ways to help people.
• Skill in completing assignments accurately and with attention to detail.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to maintain registers of materials, supplies, time, and work performed.
• Ability to work under pressure and meet close deadlines.
• Ability to analyze, organize and prioritize work while meeting multiple deadlines.
• 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 review work for accuracy.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to organize and coordinate work, including maintaining attention to details and quality.
• 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 : (See approved combinations of Education & Experience below) Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required;
• Associate’s degree from accredited college or university preferred;
• Certification / License : None.
• Experience : (See approved combinations of Education & Experience below)1-3 years’ performing detailed work that included the use of arithmetic, researching data, or working with financial or other numbers required;

1-3 years’ processing procurement requests and / or processing purchase-card preferred.

Approved combinations :

Education Experience

HS / GED / TxCHSE 3 years’

Associate’s degree 1 year’

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.