Manager - Administrative Support

Manager - Administrative Support - (240002QK)

Description

Job Overview

The Manager Administrative Support will perform highly responsible administrative work with a purpose towards conserving the time of the leader(s) while maintaining a high level of confidentiality. The incumbent will manage the department's budgets, contracts, reports and correspondence. The incumbent will oversee the administrative work and lead clerical personnel of the department. The incumbent requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top-level officials.

Position Description

Essential Duties and Responsibilities

Budget and Contract Management

• Oversee requisitions, vouchers, budget forms and other payroll and financial data
• Maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts
• Assist with preparation and maintenance of department budget
• Gather and compile data for inclusion in the yearly budget
• Prepare budget requests for the supervisor
• Process requisitions for immediate supervisor(s)
• Review requisitions and purchase orders for accuracy and ensure approvals are in place
• Oversee contract documents to execute agreements and prepare for submission to supervisor
• Oversee student/financial management data processing
  
  

Reports & Correspondence

• Compile data for reports and gather and interpret information from appropriate sources
• Prepare reports and presentation in packets including graphs and charts
• Compile and prepare reports of financial and statistical data
• Attend meetings, hearings and conferences to take official minutes
• Prepare meeting agenda
• Prepare and distribute District Newsletter
• Compile data for questionnaires
• Compose routine correspondence, newsletters and other communications
• Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
  
  

Personnel Management

• Plan, initiate, and carry to completion department, program or administrative secretarial support activities; develop, monitor and modify office procedures; organize office projects and processes; manage day-to-day office operations
• Conduct regular meetings with other office support staff and assign tasks as needed
• Train and supervise team members in procedures, processes and district software programs in new updates as they arise
• Process personnel evaluation reports
• Supervise subordinate clerical personnel, assigning duties and reviewing completed work for accuracy and completeness
  
  

Administrative Support

• Serve as an intra-department liaison
• Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
• Prepare replies to general requests and routine letters on various matters for the supervisor’s signature
• Screen supervisors telephone calls and mail, personally responding to those that can be handled, and forwarding the remaining to supervisor with pertinent information
• Coordinate events such as workshops and in-service training sessions for the department
  
  

Supervisory Responsibilities

• Assist in the process of recruiting, screening, interviewing, and hiring of assigned staff
• Initiate personnel actions including documentation and termination under the guidance of Human Resources
• Conduct the performance appraisals of assigned staff
• Address complaints and resolve problems in a timely manner
• Maintain timesheets and approve overtime
  
  

Qualifications

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School Diploma or GED
• Associate's Degree preferred
• Minimum of 5 years of administrative support experience, with 3 of those years supporting a senior/executive leader, preferably in an educational office environment
• Minimum of 1 year demonstrated progressive leadership experience
• Minimum of 1 year demonstrated experience in general office procedures, including budget management, preparations of reports, maintenance of records, collection of data and processing of work orders
• Proficient in the use of computer programs such as Excel, PowerPoint, Word and Outlook
• Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
• Ability to maintain a high level of confidentiality
• Ability to make sound judgements and decisions with little or no direction
• Ability to organize, prioritize, and delegate workload
• Ability to multi-task and meet deadlines
• Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public
• Ability to work independently and in group environment
  
  

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information

• This position requires travel to various campuses and district meeting sites. This position requires the employee to work evenings and weekends.
  
  

Primary Location

: TEXAS-SUGAR LAND

Work Locations

:

ADMINISTRATION BUILDING

16431 LEXINGTON BLVD.

SUGAR LAND 77479

Job

: District/Campus Leadership

Organization

: DEPARTMENT

Position Calendar: 238JUL

School Year:2024-2025

Salary Grade: 203

Unposting Date

: Nov 9, 2024, 5:59:00 AM