• Job Description

  Req#: 5279196

  Job Title: Administrative Assistant to the Executive Director of Accountability & School Improvement

  Wage/Hour Status: Non-Exempt

  Reports to: ED of Accountability & School Improvement

  Pay Grade: Clerical Pay 7

  Dept. /School: Research, Evaluation & Accountability

  Days: 227

  Supervises:

  Primary Purpose: To provide accurate and timely clerical support, record-keeping, and training in all areas of the functions within the department. To work with the Executive Director of Research, Evaluation, and Accountability in managing the budget, calendars and correspondence, and to perform the clerical duties for the position of administrative assistant.

  Qualifications:

  • Education/Certification:
    • High school diploma or equivalency required

  • Special Knowledge Skills:
    • Skills necessary to manage and perform routine and detailed administrative assistant duties

  • Experience:
    • Strong computer background
    • Record-keeping
    • Ability to cooperate with co-workers
    • Excellent interpersonal skills
    • Proficient in the use of MS Office Applications
    • Experience in data entry
    • Excellent verbal and written skills
    • Organized
    • Self-motivated

  Major Responsibilities and Duties: Supports the Executive Director of Accountability & School Improvement in the following areas:

  • Greet visitors and assist in meeting their needs, respond in a knowledgeable manner to telephone inquiries, relay messages, make referrals, record information, make phone calls, arrange appointments, distribute mail, etc.
  • Prepares correspondence for the Executive Director of Accountability & School Improvement
  • Manages the calendar including, but not limited to, scheduling appointments and other department meetings
  • Prepares items for meetings and presentations for the Executive Director (i.e., folders, agendas, requested paperwork, etc.)
  • Coordinates travel arrangements, including hotel and airfare reservation, for the Executive Director and other key directors, ensuring seamless logistics and adherence to budgetary constraints
  • Facilitating the organization and execution of district staff development meetings, assist in staff development location reservation, registration, credit processing, sign in sheets, attendance records, prepare handouts, refreshments, supplies, etc.

  • Oversee the departmental budget, ensuring accurate and up-to-date financial records, and providing detailed budgetary reports for the Accountability & School Improvement & CCMR / Post-secondary departments
  • Order, maintain proper office supplies and materials
  • Submit purchase orders/credit card expense reports
  • Submit print requisitions, as applicable
  • Create and open purchase orders, including long-term purchase orders
  • Compose and maintain a filing system, ensuring all documents are accurately filed and easily retrievable
  • Reconcile travel expense reports for the Executive Director and other key directors to ensure compliance with district policies and procedures
  • Process and onboard new vendors, including the creation and management for contracts to ensure all vendor information is accurately recorded and maintained
  • Coordinate data presentations and other visits with campus and district leaders to ensure effective communication and logistical planning
  • Draft and distribute professional documents including memos, agendas, letters, and reports with accuracy and professionalism to ensure all communications are clear and well-presented
  • Enter and manage records for data requests maintaining a high level of accuracy for all data-related tasks
  • Collaborate with other administrative assistants to optimize workflow and meet the needs of Division Executive Directors, fostering a cooperative and efficient work environment
  • Prepare research packets to ensure all necessary documents are available in a logical order, include the proper sign-off sheets, and handle all clerical tasks related to packet preparation ensuring accuracy and completeness
  • Submit work orders for the departmentand follow up to ensure completion and resolution of issues
  • Maintain confidential documents
  • Perform any other duties as assigned.

  Supervisory Responsibilities: N/A

  Working Conditions:

  • Mental Demands/Physical Demands/Environmental Factors:
    • Maintain emotional control under stress. Some districtwide travel; occasional prolonged or irregular hours.

  The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand and attest to the above description and funding relating to my daily activities.

  Signature _____________________________________________________ Date ______________

• About the company

  Ector County Independent School District is a public school district based in Odessa, Texas, United States.

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