Administrative Assistant – District Operations

Reports to: Manager III - Business Operations

PC#: 23321, 23598

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.
• 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 regar…