College Station Independent School DistrictJob DescriptionJob Title:Administrative Assistant Fine ArtsReports to:Director of Fine ArtsWage Status: Non-ExemptDepartment/Campus:Central Administration Office Pay Grade:Paraprofessional - PG 5Work Days:240Revised:12/2024Primary Purpose: Under general supervision, performs a variety of responsible and administrative duties related to the Department of Fine Arts. Ensures the efficient operation of the school administrative office and provides clerical services for the director and other department staff.Qualifications: Education/Certification: High school diploma or GEDSpecial Knowledge/Skills:
- Excellent problem-solving skills and ability to handle multiple projects at the same time
- Proficient word processing and file maintenance skills
- Effective organizational, communication, and interpersonal skills
- Ability to use personal computer and software to develop spreadsheets, databases, and word processing
- Knowledge of basic accounting principles
- Google Docs/Sheets/Drive
- Knowledge of digital systems
Experience: Two to three years of secretarial experience, preferably in a public education environmentMajor Responsibilities and Duties:
- Prepare written correspondence, forms, schedules, or reports using a computer, to include labels, sort, distribute, or deliver mail and other documents.
- Create and update forms/handouts/handbooks for the Fine Arts Department.
- Prepare meeting agendas and department communication as requested, using a computer.
- Schedule meetings, appointments and maintain a calendar for the Director.
- Maintains and accurately report Fine Arts budget allocations/reports for many accounts, including many ongoing bond-funded projects.
- Accurately maintains and initiates all District Fine Arts purchase orders.
- Maintains all records including physical and computerized files, mailing lists, transfers, and office communication. Monitor and process part-time and temporary personnel time records including time-off requests and reports. Compile information for the director's review and signature, and then submit to payroll according to established deadlines.
- Receive incoming calls, take reliable messages, and route them to appropriate staff.
- Perform routine bookkeeping tasks including simple arithmetic operations to maintain department budget records. Assist as needed with the department's budget preparation.
- Receive, store, and issue supplies and equipment; maintain inventory of fixed assets, equipment, and supplies.
Professional Conduct:
- Maintain professional interactions with staff, parents, community, and visitors.
- Demonstrate the ability to remain calm and withstand pressures.
- Demonstrate flexibility to change in routine and adapt quickly to changing situations.
- Demonstrates respect, and courteous to peers and visitors and assists fellow workers willingly.
- Avoid speaking badly about the district and district personnel.
Other
- Assist with coordination of department activities.
- Coordinate travel for the Fine Arts director and staff.
- Participate regularly in professional development for paraprofessionals
- Work cooperatively with other professional and paraprofessional employees; assist other administrative assistants within the Curriculum and Instruction pool, by answering calls, assisting with projects, and any other assigned tasks.
- Notify the supervisor and ensure the need to leave for work-related task.
- Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.
Equipment used:Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and display monitorWorking Conditions: Physical Demands /Mental Demands/ Environmental Factors: The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.Regular district-wide travel to multiple work locations as assigned. Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail. There are several deadlines associated with this position, which may cause significant stress. The employee must also deal with a wide variety of people on various issues. Occasionally perform multiple, highly complex, tasks with a need to periodically upgrade skills to meet changing job conditions and compliance with legal guidelines. Flexibility is required to independently work with others in a wide variety of circumstances and integrate into different school environments. Occasionally work prolonged and irregular hours.This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. 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. CSISD does not discriminate against any employee or applicant because of race, color, religion, gender, age, national origin or disability. The district provides equal access to the Boy Scouts and other designated youth groups.