POSITION TITLE: Administrative Assistant II
CONTRACT LENGTH: Varies
JOB CODE: AD0505, AD0502, AD0501, AD050H
PAY GRADE: 22
FLSA EXEMPTION STATUS: NE
Job Family - Administration
JOB SUMMARY: Under general supervision, performs standard and some advanced secretarial and/or administrative duties, as well as independent project assignments, usually for a manager/senior manager. Position requires knowledge of practices and procedures of the department and district policy and procedures.
MAJOR DUTIES & RESPONSIBILITIES
List most important duties first
Drafts and prepares correspondence to include letters, memos, and matrices for display of statistical reports, forms, and minutes of meetings. Creates and maintains databases.
Utilizes PeopleSoft or SAP for various reporting activities, requisitions, or work orders. Assignments may involve research of historical data or information.
Processes communications for district wide dissemination. Assembles and monitors all files, records, calendar of appointments, and other related events.
Processes payroll documents for status and salary changes, and resolves payroll/work history discrepancies.
Coordinates with other administrative staff. May have work leadership of one or more employees.
Answers phones, records messages, assists callers or re-directs inquiries to the appropriate individual or department.
Schedules appointments for department management and staff.
Performs other job-related duties as assigned.
EDUCATION: High School Diploma or GED
WORK EXPERIENCE: 1 to 3 years
TYPE OF SKILL AND/OR REQUIRED LICENSING/CERTIFICATION: PeopleSoft, SAP, HTML, Microsoft Office, CAD, Chancery Office equipment (e.g., computer, copier)
LEADERSHIP RESPONSIBILITIES: No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.
WORK COMPLEXITY/INDEPENDENT JUDGMENT: Work involves the application of moderately complex procedures and tasks that are quite varied.
Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an "as needed" basis.
BUDGET AUTHORITY: No budget development activity is required.
PROBLEM SOLVING: Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department.
Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures or services.
IMPACT OF DECISIONS: Follows rules and procedures.
Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.
COMMUNICATION/INTERACTIONS: Information sharing - gives and receives information such as options, technical direction, instructions and reporting results. Interactions are mostly with customers, own supervisor and coworkers in own and other departments.
CUSTOMER RELATIONSHIPS: Takes routine or required customer actions to meet customer needs.
Responds promptly and accurately to customer complaints, inquiries and requests for information and coordinates appropriate follow-up. May handle escalated issues passed on from coworkers or subordinates.
WORKING/ENVIRONMENTAL CONDITIONS: Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements. Ability to carry and/or lift less than 15 pounds.
Houston Independent School District