Secretary - Student Outreach Services

ROLE AND PURPOSE

• Support the daily operations of the Student Outreach Services Department (S.O.S.) along with serving as administrative assistant to the Coordinator of the S.O.S. Department.

QUALIFICATIONS:

Education/Certification:

• High School diploma or equivalent

Experience:

• Minimum three years of general office experience
• Proficient in Microsoft Word, Excel, PowerPoint, Google Docs
• Proficient knowledge in booking/accounting
• Strong organizational skills/communication skills
• Possess excellent communication and interpersonal skills
• Ability to manage competing priorities
• Knowledge of district systems, policies and procedures preferred
• Bilingual preferred

MAJOR RESPONSIBILITIES AND DUTIES:

MANAGEMENT

• Assist Coordinator with administrative matters; exercising judgement and applying experience in making decisions; relaying information in a professional manner to staff and district and community stakeholders; discernment around referring to other departments as necessary
• Develop correspondence for the department
• Communicate professionally with other departments, campuses, and outside entities utilizing proficient customer service skills
• Maintain the calendar of administrative personnel
• Assist with development of reports as requested
• Maintain budgets within the department
• Maintain a knowledge of budgets restrictions based on local, state and/or federal funds
• Prepare/maintain inventory, documentation around mileage, time/effort, invoices, MOUs, contracts, etc.

SCHOOL/ORGANIZATIONAL CLIMATE

• Establish and maintain effective working relationships with others
• Maintain professional office standards and conduct
• Work confidentially with discretion
• Analyze situations accurately and proactively adopt an effective course of action
• Communicate effectively both orally and in writing
• Exhibit an honest, caring attitude toward coworkers, staff, students, parents, and other stakeholders
• Demonstrates self-control and tact
• Accepts and carries out assignments in a positive, timely and supportive manner
• Models a high work ethic

ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT

• Monitor department budget; prepare changes, corrections and adjustments as necessary
• Assist with annual budget review preparation
• Review requisitions and purchase orders
• Maintain weekly budget reports for review with Coordinator
• Check for accuracy around purchases linked to specific budget codes
• Correspond as appropriate with AISD payroll, budget, purchasing, accounting, PEIMS and TEAMs to ensure district and fund compliance
• Retain and manage document required for grants management
• Facilitate department meeting schedule and meeting notes

SCHOOL/COMMUNITY RELATIONS

• Maintain consistent communication with community partners of the department
• Ensure Memorandum of Understanding and Contracts are updated regularly
• Assist and participate as appropriate in outside activities of the department
• Respond in a timely fashion to all correspondence within the department (phone, email, mail, etc.)

PROFESSIONAL GROWTH AND DEVELOPMENT

• Gain an extensive knowledge around the services provided in the department, including local, state and federal guidelines.
• Participate in professional learning opportunities to stay abreast of changes and trends in technology and services within the district.

SUPERVISORY RESPONSIBILITIES

• Delegate and monitor general office support from the S.O.S. clerk

MISCELLANEOUS

• Performs other duties as may be assigned