Administrative Assistant - IT Support

Administrative Assistant � IT Support
 
Reports to: Executive Director, IT Support
PC#: 23601
Pay Grade: 704
Duty Days: 239
Salary Range: $39,674 - $47,800
FLSA Status: Non-Exempt 
 
Position Purpose
Assists in planning and completing purchasing of products/services for the Operations Division, including processing Purchase Card (P-Card) transactions and auditing statements.  Assists with acquiring resources within budget and facilitating communication between FWISD and vendors in order to deliver products/services.  Maintains standard office files and initiates general correspondence as appropriate.
 
 
ESSENTIAL JOB FUNCTIONS
 

• Provides administrative support to District Operations.
• Answers inquiries regarding established policies and procedures.
• Collects, verifies, processes, and maintains all information related to the P-Card program.
• Reconciles purchase card expenditures and works with other staff members to collect receipts and invoices needed for the reconciliation of the expenditures tied to purchase card expenses.
• Initiates, composes, and edits correspondence involving explanations of receipts and charges.
• Acts as troubleshooter for Operations employees to solve problems concerning P-Card processes.
• Prepares reports regarding budget expenditures; prepares and maintains forms and records.
• Assists staff in preparing training documentation for meetings, and facilitating conference calls.
• Prepares, maintains, and compiles minimally to moderately complex reports.
• Collects documents and procurement items for the monthly purchase card statement reconciliation due to Purchasing monthly for assigned P-Cards.
• Prepares supporting documents for bid solicitations, Requests for Proposals (RFPs), and Requests for Competitive Sealed Proposal (RFCSPs) for goods and services to be purchased; edits requisitions from sources; confers with FWISD officials regarding requirements, specifications, quantity, quality, timely delivery of merchandise, and delivery requirements.
• Supports the procurement process for the division through the support of budget stringing and budget transfers.
• Assists staff in identifying best method for expediting procurement processes.
• Prepares documents prior to purchasing and legal review process.
• Works closely with District purchasing personnel to ensure legal purchasing compliance.

 
Safety
 

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

 
 
 
 
Personal Work Relationships
 

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

 
Other Duties as Assigned
 

• Performs all job-related duties as assigned and in accordance with Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

 
Knowledge, Skills & Abilities
 

• Knowledge of office procedures, operation of business office equipment, and spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using MUNIS software in a school administration or purchasing environment.
• Knowledge of best practices for gathering, analyzing, and meeting business requirements.
• Knowledge of procedures for purchasing and invoicing supplies and equipment.
• Knowledge of formal bid procedures.
• Skill in data entry with minimal errors.
• Skill in detecting and correcting issues related to orders received, purchase orders, work orders, and customer concerns.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to analyze cost proposals in sufficient detail to determine best value.
• Ability to analyze, organize, prioritize and work under pressure to meet multiple deadlines.
• Ability to review work for accuracy.
• Ability to work evenings, nights, and weekends as necessary.
• Ability to work in a team environment, including teams from other departments.
• Ability to use software to access databases, email, create spreadsheets, and do word processing.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

 
Travel Requirements
 

• Travels to school district buildings and professional meetings as required.

 
 
Physical & Mental Demands, Work Hazards
 

• Tools/Equipment Used:  Standard office equipment, including computer and peripherals.
• Posture:  Prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:  Occasional light lifting and carrying (less than 15 pounds).
• Environment:  Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

 
Minimum Required Qualifications
 

• Education: (See approved combinations of Education & Experience below)
  • Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required;
  • Associate's degree from accredited college or university preferred;
• Certification/License:  None.
• Experience: (See approved combinations of Education & Experience below)
  • 1-3 years' performing detailed work that included the use of arithmetic, researching data, or working with financial or other numbers required;
  • 1-3 years' processing procurement requests and/or processing purchase-card preferred.

Approved combinations:
Education                                 Experience
HS/GED/TxCHSE                     3 years'
Associate's degree                    1 year'
 
This document is intended to describe the general nature and level of work being performed by people 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.