Secretary to the Director of Fine Arts

Primary Purpose: 

To assist the Director of Fine Arts by contributing to the efficient operation of the district’s fine arts courses, curriculum, programs.  Assist the district’s fine arts staff in all appropriate areas and in all ways possible.  Provide high functioning systems to create departmental efficiency.

Qualifications:

Education/Certification:

High school diploma or equivalent

Bachelor’s degree preferred

Special Knowledge and Skills:

Proficient typing, word processing, and file management skills

Effective organizational, communication, and interpersonal skills

Ability to develop spreadsheets and databases

Create professional presentations, both electronic and hard-copy

Maintain and update district fine arts webpage

Maintain and update district fine arts calendar

Particular emphasis on ability to use Google Docs, Google Sheets and Google Slides      

Experience:

Minimum three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

• Provide loyal support and positive attitude as a representative of the Director of Fine Arts and TISD Fine Arts Department
• Assist Director of Fine Arts and fine arts staff in implementing the goals of the district by using effective communication with employees and the Tomball community
• Make routine decisions within established priorities and policies
• Plan efficient and effective time utilization to accomplish tasks assigned and to meet deadlines
• Maintain confidentiality with personal and private information
• Perform a wide variety of duties simultaneously and respond appropriately to interruptions
• Maintain accurate records of district fine arts budget
• Provide regular, updated budget spreadsheets to the Director of Fine Arts and assist with budget oversight
• Generate purchase requisitions, create purchase orders and process invoices for payment
• Working with Director of Fine Arts, fiscally responsible decisions in regards to the department’s budget
• Communicate regularly with district fine arts staff concerning all aspects of the budgeting process, including ordering and processing of purchases
• Communicate regularly with district finance office and campus financial clerks to solve problems and improve efficiency
• Assist with creation, scheduling and execution of all district fine arts professional learning sessions
• Coordinate and execute event set up for meetings and special fine arts events throughout the year including breakfasts, luncheons and special events meals
• Assist campus fine arts staff with approval and screening of consultants, clinicians and private lesson staff
• Manage and update district fine arts inventory system
• Complete, maintain and update district and campus fine arts transportation requests
• Complete, maintain and update district and campus fine arts facility reservation requests
• Maintain district records of required campus staff safety trainings
• Manage all professional travel for the Director of Fine Arts
• Manage meeting calendar for the Director of Fine Arts
• Answer incoming phone calls and take messages
• Type, duplicate and file correspondence
• Coordinate and order all appropriate office supplies and forms
• Maintain all fine arts office machines
• Assist with creation and updates of fine arts handbooks
• Create special events printed programs
• Assist other district administrative assistants as assigned or as appropriate
• Run errands as necessary to purchase or deliver supplies for campuses, district office and special events
• Make independent decisions regarding departmental procedures, facility use, and scheduling of appointments
• Demonstrate initiative and create methods for improving departmental efficiency
• Perform other duties and responsibilities assigned by the Director of Fine Arts

Supervisory Responsibilities:

None

Working Conditions:

• Must be able to lift 25 lbs. without assistance.
• Work in a fast paced environment with frequent interruptions.
• Occasional use of personal vehicle is necessary to carry out functions of the job as well as assist staff members.
• Occasional need for overtime work is necessary

Wage/Hour Status:  Non-Exempt

Pay Grade:  Administrative Support 6

Days:  226

Reports to:  Director of Fine Arts

Salary : $24