Jobs and Careers

Senior Administrative Associate

Sugar Land, United Statesfull_timeVerifiedPosted 1 Nov 2024

About the role

Senior Administrative Associate - (240002RT)

Description

Job Overview
The Senior Administrative Associate will perform highly responsible secretarial and confidential administrative work with a purpose towards conserving the time of their leader(s) while maintaining a high level of confidentiality. The incumbent will maintain the department's monthly budgets, verify purchase orders and prepare contracts, reports and correspondence. The incumbent will also serve as the absence verifier for 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 & Contract Management

Prepare requisitions, vouchers, budget forms and other payroll and financial data and submit for supervisors’ approval
Prepare and reconcile detailed financial records and requests for payment
Maintain monthly budget for the department
Gather and compile data for inclusion in the yearly budget
Process and submit requisitions and purchase orders with accuracy
Prepare contract documents to execute agreements and submit to supervisor for approval
Process student/financial management data

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
Prepare and distribute Department Newsletter
Assist with compiling data for questionnaires
Compose routine correspondence, newsletters and other communications

Administrative Support

Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
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
Act as the absence verifier and reconcile department absences
Process and maintain payroll files for payroll and supplemental pay
Verify purchase orders
Maintain and reconcile purchases used with district credit card (P-Card)
Serve as back-up for others as needed

Supervisory Responsibilities

None

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.

Associates’ degree preferred
Minimum of 3 years Clerical/secretarial experience, preferably in an educational office environment
Proficient in the use of computer programs such as Excel, PowerPoint, and Word
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 judgments and decisions with little or no direction
Ability to organize, prioritize 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 environmen