Administrative Assistant Job at New Braunfels High School in New Braunfels

Primary Purpose:

Assist with daily operations of maintenance and warehouse offices and perform general office work.

Qualifications:

Education/Certification:

High School Diploma or GED

Special Knowledge Skills:

Proficient in typing, word processing, and file maintenance.

Effective communication and interpersonal skills.

Ability to use personal computers and software to develop spreadsheets and databases, and perform word processing.

Knowledge of basic accounting and inventory recordkeeping.

Experience:

Three years of secretarial experience and one year of computer experience.

Major Responsibilities and Duties:

Records, Reports, and Correspondence:

• Prepare correspondence, forms, requisitions, and reports for maintenance and warehouse offices.
• Maintain physical and computerized department files.
• Maintain inventory records for storeroom supplies.
• Prepare routine forms such as sick leave, purchase orders, work orders, storeroom supply lists, custodial requisition forms, accident reports, etc.
• Develop and utilize spreadsheet programs for storeroom supply inventory, budget projections, etc.
• Recommend quantities of supplies to be ordered.
• Prepare reports of storeroom supplies for auditors.
• Keep files for department employees (e.g., injury reports).
• Prepare purchase orders for maintenance and custodial items.
• Process all requests for storeroom and custodial supplies.

Receptionist:

• Answer incoming calls, take messages, and route them to appropriate staff.
• Receive, sort, and distribute mail and other documents to department staff.

Accounting:

• Perform routine bookkeeping tasks, including simple math operations to maintain accurate department budget records.
• Assist with preparation of purchase orders.
• Monitor and process personnel time records, including leave requests and overtime reports.

Data Entry:

• Input all supply and equipment purchase information into the computer.
• Input all operations data (work orders, etc.).

Other:

• Maintain effective rapport with the general public and handle problems or concerns promptly and courteously.
• Sort and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Submit requests for vehicle maintenance and additional vehicles.
• Train maintenance personnel in paperwork and office procedures.
• Notify the uniform company of any personnel issues or changes.

Supervisory Responsibility: None

Equipment Used:

Computer, typewriter, printer, copier, fax machine, and calculator.

Working Conditions:

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 mouse use; occasional reaching.

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

Environment: May work prolonged or irregular hours; occasional districtwide travel.

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

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.