Associate Sr Administrative Jobs

Associate Sr Administrative - ( 230002HD )

Description

Job Overview

The Senior Administrative Associate will perform highly responsible secretarial and confidential administrative work with a purpose towards conserving the time of their leader(s) while maintaining a high level of confidentiality. The incumbent will maintain the department's monthly budgets, verify purchase orders and prepare contracts, reports and correspondence. The incumbent will also serve as the absence verifier for the department. The incumbent requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials.

Position Description

Essential Duties and Responsibilities

Budget & Contract Management

• Process and submit requisitions and purchase orders with accuracy
• Process student/financial management data
• Prepare requisitions, vouchers, budget forms and other payroll and financial data and submit for supervisors’ approval
• Prepare and reconcile detailed financial records and requests for payment
• Prepare contract documents to execute agreements and submit to supervisor for approval
• Maintain monthly budget for the department
• Gather and compile data for inclusion in the yearly budget

Reports & Correspondence

• Prepare and distribute Department Newsletter
• Assist with compiling data for questionnaires
• Prepare reports and presentation in packets including graphs and charts
• Compile and prepare reports of financial and statistical data
• Compose routine correspondence, newsletters and other communications
• Compile data for reports and gather and interpret information from appropriate sources

Administrative Support

• Verify purchase orders
• Maintain supervisor(s) calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
• Serve as back-up for others as needed
• Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
• Prepare replies to general requests and routine letters on various matters for the supervisor’s signature
• Act as the absence verifier and reconcile department absences
• Screen supervisors telephone calls and mail, personally responding to those that can be handled, and forwarding the remaining to supervisor with pertinent information
• Maintain and reconcile purchases used with district credit card (P-Card)
• Process and maintain payroll files for payroll and supplemental pay

Supervisory Responsibilities

• None

Qualifications

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• Proficient in the use of computer programs such as Excel, PowerPoint, and Word
• Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public
• Associates’ degree preferred
• Minimum of 3 years Clerical/secretarial experience, preferably in an educational office environment
• Ability to multi-task and meet deadlines
• Ability to organize, prioritize workload
• Ability to maintain a high level of confidentiality
• Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
• Demonstrated experience in general office procedures, including preparations of budget, contracts, reports and communication
• Ability to make sound judgments and decisions with little or no direction
• Ability to work independently and in group environment

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Primary Location : TEXAS-SUGAR LAND

Work Locations :

TECHNICAL EDUCATION CENTER

540 DULLES AVENUE

SUGAR LAND 77478

Job : Staff

Organization : DEPARTMENT

Position Calendar : 238JUL

School Year : 2023-2024

Salary Grade : 406

Unposting Date : Sep 12, 2023, 4:59:00 AM