Administrative Assistant I (P323)

Job Description Summary:
 

Salary: $18.00 - $26.29 per hour

The Administrative Assistant I provides front-desk, lobby, and building operations support, including answering the main District phone line, greeting visitors, managing mail and courier services, coordinating meeting rooms and food service, and maintaining shared spaces and supplies. Responsibilities may also include accounts payable coordination, P-Card and travel support, and processing payments in accordance with established procedures. Team members are cross-trained to ensure flexible coverage and continuity of essential functions within a centralized administration model.

Job Description

 

Essential Functions and Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

• Answer main District phone number, responding to basic questions or directing callers to the appropriate staff member during assigned shift
• Provide lobby coverage and greet visitors during assigned shifts
• Run the District mail service; prepare and send outgoing District mail, retrieve incoming mail; sort, stamp and distribute mail physically or digitally as needed
• With a member of the Admin Services team present, process received payments in accordance with documented payment procedures
• Act as Building Manager to ensure buildings and the supplies within are well stocked, organized and tidy for an overall professional appearance
• Handle courier services as required
• May be responsible for scheduling and coordination of meeting rooms, including meeting setups and takedown. May require ordering and/or picking up food for meetings
• May provide support for food requests as required for meetings for their assigned campus, ensuring meals are accurate and timely
• May act as accounts payable coordinator
• May serve as Procurement Card Coordinator and/or Travel Coordinator for select staff
• Order, stock and organize office, break room, and conference rooms and supplies
• Maintain general cleanliness in kitchen areas, work rooms, employee break rooms, and conference rooms
• Coordinate service, supplies and maintain office equipment in common areas as needed
• Members of the Administration Services Team will be cross-trained in multiple tasks to provide flexible support for essential functions under the centralized administration approach
• Maintain familiarity with strategic District levels of service
• Continuous improvement monitoring and innovation efforts
• Provide clerical support as requested
• Perform other duties as required

Required Experience:

• Zero (0) to two (2) years of front office or related experience
• Excellent communication skills including phone and email etiquette
• Must be flexible, personable, positive, and cooperative
• Proficient with MS Office products such as Word and Excel
• Proficient with computers and related equipment
• Solid work ethic, attention to detail, initiative, and resourcefulness
• Must be able to prioritize duties and be well organized
• Must have professional appearance and demeanor

Desired Experience:

• Five plus (5+) years of front office or related experience

Required Education/Certification/License:

• High School Diploma or GED
• Valid Texas driver’s license

Desired Education/Certification/License:       

• None

Success Factors/Job Competencies:

• Dependability – reliable in attendance, punctuality and trustworthy in word and action
• Detail oriented – conscious effort to focus on impactful specifics
• Organization – plans, implements, and follows up on multiple projects and reports
• Initiative – identifies problems, recommends solutions, and implements new processes
• Time Management – prioritizes tasks as needed to complete on time
• Comprehension – understands information verbally and in written form
• Writing – compose e-mails, letters, etc. using correct spelling and grammar
• Communication – uses verbal and written tools effectively
• Support – maintains a strong customer service ethic in all interactions

Physical Demands and Work Environment

 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. Employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional fieldwork that will expose the employee to weather conditions prevalent at the time.