Administrative Assistant

Position Type:

Secretarial/Clerical/Administrative Assistant

Date Posted:

6/25/2024

Location:

Cleburne High School

  Additional Information: Show/Hide

Job Title: Administrative Assistant-CTE Wage/Hour Status: Nonexempt

Reports to: Director of CTE Pay Grade: Para 5 Days: 226

Dept./School: CTE - Cleburne High School Date Revised: 06/25/2024

Primary Purpose:

Assist with all functions in the efficient operation of the CTE office, manage budgetary requests, files, and associated paperwork, and provide clerical services to director of CTE.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance

Effective organizational, communication, and interpersonal skills

Knowledge of correct English usage, grammar, spelling, and punctuation

Proficient in basic math skills

Ability to use PC and software to develop spreadsheets, databases, and do word processing

Knowledge of student information database software

Knowledge of basic accounting principles - the ability to maintain accurate and auditable records.

Experience:

Three years' secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare correspondence, memorandums, forms, financial requisitions, and reports for CTE office following district standards and requirements, using personal computer.

• Maintain daily teacher attendance records and manage substitute requests/acquisitions. Compile information and submit to district office according to established procedures and deadlines.

• Compile pertinent data to prepare various required local, state and federal reports.

• Maintain physical and computerized departmental files as required for state and federal purchases.

• Keep up-to-date files for all department employees.

• Maintain appropriate student records as needed.

Phones

• Answer incoming calls, take messages, and route them to appropriate staff.

• Answer incoming calls and handle questions and requests that fall within level of responsibility.

Accounting

• Assist with preparation of purchase orders and payment authorizations.

• Prepare and process purchase orders and receive, store, and issue supplies and equipment.

Data Entry

• Input all supply and equipment purchase information in computer.

• Input student and staff information on the computer.

Other

• Order office supplies for department.

• Welcome all visitors and handle their requests or refer them to appropriate personnel.

• Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.

• Maintain a schedule of appointments and make arrangements for conferences and interviews.

• Maintain confidentiality.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, copier, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer.

Note: This document describes the general purpose and responsibilities 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.