ADMINISTRATIVE ASSISTANT TO CURRICULUM AND INSTRUCTION

Job Title: Administrative Assistant to Curriculum and Instruction Department

Exemption Status/Test:  Nonexempt

Reports to: Executive Director of Curriculum and Instruction

Dept./School: Lubbock-Cooper Administration Office

Primary Purpose:

  Under moderate supervision organize and manage the routine work activities of a central administrative

   department office and provide clerical support to a director or department head and other staff members.

Qualifications:

  Education/Certification:

  High school diploma or GED

   Special Knowledge/Skills:

   Proficient skills in keyboarding, data entry, word processing, and file maintenance

  Ability to use software to develop spreadsheets and databases and do word processing

   Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Proficient in Skyward Finance and creating purchase orders preferred

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Experience:

2 years secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents as required.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.

Other

1. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
2. Provide daily coverage of the front reception area at designated times throughout the day.
3.   Support programs, materials, and resources utilized by the C & I department.
4.   Maintain a schedule of appointments and make travel arrangements for department staff.
5. Make meeting and professional development arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
6. Receive, sort, and distribute mail and other documents to department staff.
7. Maintain confidentiality of information.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district-wide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress