Administrative Assistant IV - Talent Management

Administrative Assistant IV - Talent Management 
 
Reports to: Senior Executive Director of Talent Management
Pay Grade: 705
Duty Days: 239
FLSA Status: Non-Exempt          
 
Position Purpose

Provides advanced administrative, clerical, and organizational support to the Senior Executive Director of Talent Management. Assists in coordinating departmental activities, managing schedules, preparing routine reports, and maintaining records. Supports communication and workflow across Talent Management functions while ensuring efficient day-to-day operations of the executive office.

ESSENTIAL JOB FUNCTIONS

Records, Reports & Correspondence

• Compiles and prepares routine and periodic reports, correspondence, and presentations to support department operations. 

• Assists with gathering and organizing data for Talent Management reports and informational requests. 

• Prepares memos, emails, and standard communications on behalf of the Senior Executive Director. 

• Maintains confidential personnel, departmental, and administrative records in an organized and secure manner. 

• Organizes and maintains electronic and paper filing systems for easy retrieval of documents. 

• Assists with tracking timelines, due dates, and submission deadlines for department requirements.

Reception & Phones

• Maintains calendar and schedules meetings for the Senior Executive Director, including coordinating availability and logistics. 

• Assists with preparing meeting materials such as agendas, handouts, and basic presentation documents. 

• Coordinates logistics for meetings, including room setup, technology needs, and communication with participants. 

• Screens and routes incoming calls, emails, and requests to appropriate personnel within Talent Management. 

• Serves as a point of contact for internal staff seeking information or assistance from the executive office. 

• Assists in coordinating communication between the Senior Executive Director and department staff. 

• Tracks routine tasks, assignments, and follow-ups as directed by the Senior Executive Director.

Accounting & Inventory

• Assists with departmental budget tracking and maintains records of expenditures.

• Prepares and processes purchase orders, invoices, travel and requisitions according to district procedures.

• Supports payroll-related documentation and timekeeping processes for the department.

• Maintains inventory of office supplies and coordinates ordering as needed.

• Assists with organizing materials and logistics for departmental meetings and activities.

Other

• Assists with planning and setup of meetings, trainings, and department events.

• Coordinates distribution of materials, mail, and internal communications.

• Maintains confidentiality in handling sensitive employee and departmental information. 

• Provides administrative support for special projects as assigned by the Senior Executive Director.

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 the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

Supervisory Responsibilities

• Monitors and provides guidance to administrative support staff in some settings.

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 the 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 Talent Management or Human Resources functions. 

• Knowledge of office practices, procedures, and equipment.

• Knowledge of Correct English usage, grammar, spelling, punctuation, and vocabulary.

• Knowledge of basic accounting principles.

• Knowledge of records administration and maintenance techniques and procedures.

• Knowledge of using Frontline software in a school administration environment.

• Skill in data entry with minimal errors.

• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, and Word.

• Skill in performing mathematical calculations with accuracy.

• Skill in interpersonal relationships, including using tact, patience, and courtesy.

• Ability to process and handle confidential information with discretion.

• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines, often changing assignments on short notice.

• Ability to provide basic information and assistance to District personnel, office personnel, parents, school personnel and/or outside agencies relative to District programs and activities.

• Ability to compose routine correspondence and written materials independently.

• 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 and standing; 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; may require occasional 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:  Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.

• Certification/License:  None.

• Experience:

  • 4 years of office experience, preferably in a related field required.

  • Experience with Frontline preferred.

• Language:  Bilingual proficiency (English/Spanish) preferred in some settings.

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.