Senior Administrative Assistant To High School Principal

Login to Apply Senior Administrative Assistant to High School Principal

JOB STATUS: Open POSTING DATE: 06/24/2024 CLOSING DATE: 07/08/2024 04:30 PM POSTING NUMBER: 00008515 LOCATION: HIGH SCHOOLS POSITION TITLE: Senior Administrative Assistant to High School Principal

QUALIFICATIONS:

Education/Certification Required:

• High school diploma supplemented by secretarial skills involving word processing, typing, advanced computer usage, and ten-key operation, and advanced business/secretarial training.

Experience Required:

• Proven performance in position with similar responsibilities

Special Knowledge/Skills Required:

• Able to effectively complete multiple tasks

• Applied level of technology proficiency

• Word Processing aptitude.

• Knowledge of District finance procedures; Board Policy

• Knowledge of spreadsheets, typing, filing, fax machine, written and oral communication skills.

Technology Proficiency: Level 2 - Applied (Use of)

• Computer and Printer operations.

• Software productivity tools (Le., Microsoft Office; SchooIBooks, Tracks, PayTech, Digital Check Reader

• Use of Email

• Scan Documents

• Web based applications (School Messenger)

• Job related financial and student management systems

• Multimedia tools

• Electronic file management

• Technology Applications TEKS

• CCISD Acceptable Use Policy and Technology Ethics/Etiquette

PERSONAL QUALIFICATIONS:

• Ability to relate in a positive and tactful manner with administrative staff, principals, assistant principals, teachers, parents, co-workers, and the general public.

• Analytical, organizational, and management skills.

• Ability to work independently with little or no supervision.

• Effective communication skills (listening, oral, and written).

• Maintains confidentiality on school matters at all times

FUNCTION:

The Senior Administrative Assistant to the Principal serves in a day to day bookkeeping and treasury support role for the Principal. The Senior Administrative Assistant maintains the books and records, prepares reconciliations, requisitions and reports for review. The Senior Administrative Assistant to the Principal performs general secretarial and clerical duties. One of the most important roles of the Senior Administrative Assistant is to act as a center of communications, directing parents, teachers, and students to the proper person.

MAJOR RESPONSIBILITIES & REQUIREMENTS:

• Performs duties necessary for the accurate accounting of all money received into and disbursed from the school activity fund including preparing all checks for payment of obligations, depositing money in school bank account, keeping necessary records of all transactions and making required reports.

• Posts receipts daily into Schoolbooks program, preparing cash and digital deposits, and keeping necessary records of all transactions.

• Makes arrangements for deposit pick ups

• Processes checks for payment of obligations, school invoices, school activities, scholarships, and staff reimbursements. Ensures all necessary documents are provided.

• Prepares monthly District Reimbursement reports which requires knowledge of SchoolBooks to run the C3205 Analysis Report and knowledge of Business Plus to run AP8002 reports to search and post electronic deposits posted by the Finance Department.

• Orders checks, deposit books and supplies needed for the activity account

• Prepares monthly reconciliation reports for the activity account which includes knowledge SchoolBooks software and knowledge of Pay tech software for Non-sufficient check searches

• Prepares for school audits to ensure all financial records are in place for auditing purposes and works closely with CCISD office of Internal Audit when an audit is in process

• Maintains all club/organization, including booster club files

• Assists administration with school fund raisers to ensuring all staff sponsoring clubs and organizations apply for fundraisers accordingly and submit financial recap reports

• Works with Booster Clubs to ensure monthly financial reports and minutes are submitted timely

• Has knowledge of Tracks software to maintain the school Webstore

• Sets up items to purchase on Webstore

• Processes Daily Closeouts for Webstore purchases

• Processes credit card purchases and refunds for parents and students

• Assists students and parents with passwords resets.

• Reconciles Webstore checks received from Active Network to ensure all clubs receive their money.

• Runs Item Sales reports for administrators, teachers, counselors and staff when requested.

• Attends necessary trainings to keep up with changes pertaining to the Webstore

• Works closely with the Office of Internal Audit to ensure all items are set up and processed accordingly and ensures guidelines are being followed.

• Processes Quarterly sales tax report submits payment as required by the District and State.

• Has knowledge of Business Plus to enter requisitions for travel payment obligations, school activities and reimbursements and receives requisitions on a daily basis

• Prepares check requests processed through the District Reimbursement account for reimbursement by our Accounts Payable Department and ensures all original receipts, credit card statements are appropriate for the reimbursement.

• Prepares Budget Transfers and Budget Amendments as requested by the Principal

• Reviews Title I, State Camp and Local Budgets

• Provides budget control report balances to appropriate staff

• Processes weekly Payroll for two hundred plus staff including tutoring pay, and extra duty pay for teachers and keeps record of staff attendance.

• Maintains personnel files on all staff members.

• Prepares Service Contracts to include; Services Agreement Contract, Felony Conviction Notice and Conflict of Interest Questionnaire and Routal form for vendors providing services for school events and/or Professional contracted services.

• Maintains school postage log.

• Ensures W-9 are filed for sale propriety and Individuals as needed

• Has knowledge of HR Manager to access auxiliary evaluation forms and staff information as needed by the Principal and Assistant Principals

• Has knowledge of ESchoolPlus to access student information pertaining to attendance, grades and parent information as needed by the Principal and staff

• Notarizes documents for parents and students and maintains a log of all documents notarized

• Maintains school postage log

• Works closely with the District Executive Chairman to send Athletic Participation (PAP) forms for Varsity level participation.

• Scans and emails all Varsity level eligibility rosters to DEC committee for review and approval

• Keeps Excel spreadsheet of all students approved for Varsity level participation by the UIL office.

• Assists parents and coaches to complete PAP forms and UIL Waiver Packets to ensure all documents are in place for UIL decisions.

• Keeps updated binder for all PAP forms and eligibility rosters for coaches

• Prepares Professional Leave forms for the Principal. Has knowledge of making travel arrangements to include airfare, mileage, and hotel

• Enters requisitions to pay travel expenses for the Principal

• Ensures teachers complete Request for Professional Leave and Travel Advances and Out of District Travel Accounting of Trip forms accordingly

• Assists with Rapid Reports when school incidents occur and ensures reports are submitted to our central office Director in a timely manner

• Follows media guidelines and directs them to appropriate central office staff

• Has knowledge of procedures for school safety.

• Handles substitute requests for Principals and Assistant Principals, as needed.

• Purchases and sells t-shirts, jackets and hats for the Principal

• Performs other clerical duties such as filing

• Performs other job-related duties as may be assigned by the principal

• Answer the telephone, relays messages, gives information in accordance with approved procedures.

• Reviews and distributes all incoming mail to the principal, noting deadlines, requests, and other pertinent information and prepares responses as needed.

• Makes appointments and maintains principal's calendar of daily schedule and meetings,

• Type letters, reports, requisitions, and bulletins.

• Prepares weekly payroll.

• Performs other clerical duties such as filing, and preparing reports.

• Performs other job-related duties as may be assigned by the principal.

Working Conditions:

• Ability to receive and convey information and/or instruction from internal/external customers through spoken expression.

• Ability to manipulate tools/equipment/keyboards.

• Ability to perform work while up to eight (8) hours a day or more, if needed.

• Ability to see detailed information, naturally or with correction.

REPORTS TO/SUPERVISES:

Reports to Campus Principal

OTHER INFORMATION: For assistance or more information, see our Job Information Page.

or you may contact:

CCISD Human Resources - (361) 695-7250

Auxiliary Applicant Tracking / Applications

CCISDhr@ccisd.us

CCISD Human Resources

801 Leopard

Corpus Christi, Texas

(Please include the Job Posting Number with any correspondence.)

The application for this posting includes a one-way video interview through our partner Spark Hire. Click here for more information about one-way video interviews: https://www.ccisd.us/HumanResources/JobsandApplicationsforEmployment APPLY TO:

Select the AUXILIARY Application in our online application system (link below). All applications must be submitted by 4:30 pm local time on the closing date.

GRADE / STEP: CLER/406 SALARY: $19.92 minimum/hour (individual salary calculation is based on applicable experience)

See the CCISD Salary Schedule handbook for information regarding initial salary placement. DAYS: 220 START DATE: 7/8/2024