Irving Independent School District

JOB TITLE: Administrative Assistant II WAGE/HOUR STATUS: Non-exempt

REPORTS TO: Chief of Marketing, Communications, PAY GRADE: Para 075 (230 days)

and Strategic Initiatives

DEPARTMENT: Marketing and Communications DATE REVISED: January 2023

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE: Facilitate the effective operation to the Marketing and Communications Department and provide secretarial services to the Chief of Marketing, Communications and Strategic Initiatives

QUALIFICATIONS:

Minimum Education:

• High School Diploma or GED Certificate
• Educational Secretary III Paraprofessional Certificate (Preferred)

Special Knowledge/Skills

• Excellent word processing, database skills and file maintenance
• Effective organizational, communication and interpersonal skills
• Ability to work well under pressure
• Ability to work simultaneously on several projects
• Excellent proofreading and writing skills
• Knowledge of budgets and accounting principles
• Knowledge of general office equipment
• Ability to learn/use District software systems and operate computer/peripherals using a variety of applications
• Bilingual (Spanish) a plus but not required

Minimum Experience:

Five years clerical/secretarial experience or other equivalent experience or background.

MAJOR RESPONSIBILITIES AND DUTIES:

1. Perform secretarial duties for the Chief of Marketing, Communications and Strategic Initiatives
2. Prepare correspondence, requisitions, and reports, including but not limited to data and information for district personnel, patrons, and public
3. Gather and prepare data and information for District personnel, patrons, and public, as well as assisting the Chief of Marketing, Communications and Strategic Initiatives in preparing presentations
4. Maintain records of department budget and perform accounting tasks following established district guidelines including, but not limited to, those related to budget, requisitions, purchase orders, work orders, and department’s travel arrangements.
5. Enter on-line work order requests, electronic mail, and purchase orders as directed by the Chief of Marketing, Communications and Strategic Initiatives
6. Prepare Board agenda items as directed by the Chief of Marketing, Communications and Strategic Initiatives
7. Organize information and materials necessary for various meetings
8. Assist in compiling information for preparing various reports for Marketing and Communications Department.
9. Promote goodwill and effective public relations while maintaining confidentiality and loyalty to supervisor and to the school district
10. Secure locations and necessary data and equipment for office and district-wide meetings, including notification of involved persons
11. Order materials, supplies and food as needed for the Marketing and Communications Office and all yearly events and/or activities
12. Order and maintain physical awards disseminated at Board meetings and district events
13. Assist Parent Education and Community Engagement team as needed
14. Work with various vendors to secure agreements and/or contracts for reservations and/or rental of event venues as needed
15. Maintain Marketing and Communications team memberships to various organizations
16. Receive incoming calls, take reliable messages, schedule appointments, and maintain calendars for the Chief of Marketing, Communications and Strategic Initiatives
17. Monitor, process and submit personnel payroll reports as required
18. Handle incoming and outgoing mail for the Chief of Marketing, Communications and Strategic Initiatives and Marketing and Communications Department
19. Maintain information of and comply with state, district and school policies or regulations concerning primary job functions
20. Attend district meetings and compile minutes as needed

WORKING CONDITIONS:

Mental Demands:

Ability to communicate effectively (verbal and written); perform tasks with frequent interruptions; repetitive hand motions and prolonged use of computer; interpret policy and procedures; maintain emotional control and objectivity under stress.

Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer; occasional light lifting of boxes or other materials

Safety:

Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.