Administrative Assistant III - Employee Services 

Reports to: Executive Director
Salary: $39,674-$47,800
Pay Grade: 704
Duty Days: 239
FLSA Status: Non-Exempt
PC#: 20006


POSITION PURPOSE

Provides a full range of office administration, secretarial, and clerical support. Assists in preparing reports, work orders, budget management, purchasing, requisitions, and letters on behalf of the Executive Director. Enters digital information into a variety of department and District databases including, but not limited to, budget information, department case management tracking, and performance metrics monitoring for departments supervised by the Executive Director.

ESSENTIAL JOB FUNCTIONS

Administrative Functions 

• Compiles and generates memos, reports, statistics, timelines, tables, graphs, correspondence, and presentations.
• Answers incoming calls from employees, community members, and others; provides general information, and refers callers as appropriate, to other staff or other District personnel.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares periodic reports regarding related program activities.
• Prepares and maintains forms and records including personnel and payroll information.
• Operates all office equipment (e.g., computers, printers, copy machines).
• Maintains digital and hard-copy office files in a systematic and confidential manner.
• Monitors and reports staff absences on behalf of the Executive Director. 

Fiscal Functions 

• Maintains a system for receiving and tracking invoices.
• Orders and maintains supplies for the department.
• Enters Purchase Orders/Requisitions and Work Orders including travel.
• Maintains and reconciles budget expenditures.
• Maintains and reconciles payroll for departments supervised by the Executive Director. 

Safety 

• Performs preventive maintenance on office machines and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

SUPERVISORY RESPONSIBILITIES

• Selects, trains, supervises, and evaluates staff, and makes recommendations relative to assignment, retention, discipline, and dismissal.

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, AND ABILITIES

• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using software in a school administration environment, including Frontline, Focus, and/or Office 365.
• Skill at the intermediate level, working with Google Suite and Microsoft Office 365, especially Outlook, PowerPoint, Word, and MS Teams.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in actively looking for ways to help people.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• 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 learn new, and use software already learned, to create, and not limited to, spreadsheets, databases, and advanced word processing document drafts.
• 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.
• Ability to prioritize tasks and schedule time use to support the goals and missions of the Departments of Employee Services and Office of Professional Standards. 

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: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.
• Certification/License: None.
• Experience: 3 years' related work experience required. 
  Experience working in a government entity or law office preferred.
• Language: Bilingual (English/Spanish) preferred in some settings.

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.