• Job Description

  Req#: 2715

  Job Title: Administrative Assistant for Special Programs
  Job Description: The Administrative Assistant for Special Programs will provide comprehensive administrative
  support to the Texas ACE Program, Safety & Security, and Special Programs. This role involves handling a wide
  of tasks to ensure efficient operation and to support program's goals and activity completion in a timely manner.

  
  Key Responsibilities:

  
  1. Administrative Support:
  - Schedule meetings, appointments, and coordinate events.
  - Maintain organized and accurate records, including participant files and program documentation.
  - Handle correspondence, including emails and phone calls, and route them to the appropriate staff.
  -Organizes work activities within the office
  2. Data Management:
  - Input and manage data related to program participants, attendance, and activities.
  - Generate reports as required by the Program Director or funding agencies.
  - Ensure data privacy and security in compliance with organizational policies and regulations.
  -Compiles data from a wide variety of sources for purpose of preparing reports, assisting in presentations for
  assigned administrator
  -. Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, student records,
  financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in
  accordance with established administrative guidelines and legal requirements.
  3. Office Management:
  - Order and maintain office supplies and equipment.
  - Ensure the office environment is organized and presentable.
  - Handle logistical arrangements for program activities and events.
  4. Communication:
  - Serve as a point of contact for program participants, parents, and community partners.
  - Disseminate information about program activities and updates.
  - Assist in the creation and distribution of newsletters, flyers, and other communication materials.
  5. Support for Program Activities:
  - Assist in planning and coordinating program activities and events.
  - Support the implementation of program initiatives and projects.
  - Provide logistical support during program activities, including setup and takedown.
  -Coordinates a wide variety of projects, functions, and program components for district health, security and safety
  initiatives (eg. Meetings, trainings)
  6. Requisitions and Payroll:
  - Enter and manage requisitions for program supplies, services, and equipment.
  - Process payroll for program staff, ensuring accuracy and timely submission.
  - Maintain accurate financial records and assist with budget tracking and reporting.
  -Processes travel for staff
  -Ensures compliance to grant and program requirements
  7. Other duties as assigned by the Executive Director of Safety, Security and Student Services and/or the Texas
  ACE Program Director.

  Qualifications:
  Education: High school diploma or equivalent; associate's or bachelor's degree preferred.
  Experience: Previous administrative or office support experience required. Experience in educational or nonprofit
  settings is a plus.
  Skills:
  - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  - Excellent organizational and time management skills.
  - Strong written and verbal communication skills.
  - Ability to multitask and prioritize tasks effectively.
  - Attention to detail and accuracy in data entry and record-keeping.
  - Experience with requisitions and payroll processing.
  Personal Attributes:
  - Ability to work independently and as part of a team.
  - Friendly and professional demeanor.
  - Flexibility and adaptability in a dynamic work environment.
  - Commitment to the mission and goals of the Texas ACE program.
  Working Conditions:
  - Typical office environment with some travel required for program activities and events.
  - Occasional evening or weekend work may be necessary to support program activities.

• About the company

  West Oso Independent School District is a public school district in Nueces County, Texas.

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