Job Title: Specialist Wage/Hour Status: Non-Exempt
Job Role: Educational Support II Funding Source: Local
Pay Grade: PR 7
Department/School: Fine Arts
Function: Educational Support
Reports to: Director of Fine Arts
HR Date Approved: November 2011
HR Date Revised: March 2024
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SUMMARY:
Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support, including bookkeeping and maintaining department financial records, to a director or department head and other staff members.
The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting as well as contributing to high student achievement.
Provide program support and service delivery; communicate effectively within and across teams plus participate in cross-functional work groups.
Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.
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MAJOR RESPONSIBILITIES AND DUTIES
Department Support
Provide administrative and secretarial support to the department Director.
Handle routine inquiries to ensure a high level of service, responsiveness, knowledgeable support for employees and their supervisors.
Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
Responsible for various facets of the assigned department including but not limited to performing bookkeeping tasks and helping plan events such as banquets, dinners, award ceremonies, etc.
Assist with all facets of the assigned department including but not limited to preparing items for board meetings, processing and monitoring Public Information Act requests, receiving, sorting, and distributing mail and other documents.
Responsible for maintaining inventories of supplies and material and ordering office supplies as needed.
Work and assist on special assignments, projects, and programs as directed.
Accounting
Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
Maintain annual budgets and balancing the expenditure budget, maintain budget forecasting as it relates to the department for the District.
Assist with development and maintain annual budgets and balance the expenditure budget as it relates to the department projects and expenditures.
Maintain financial data reporting and forecasting to other departments as it relates to the department expenditures.
Prepare travel and hotel arrangements following established guidelines and process expense receipts for reimbursement.
Perform cost accounting activities, bank reconciliation, or accounting for grant expenditures.
Review and verify accuracy of journal entries, accounting methods, and procedures.
Reception and Phones
Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff, referring appropriate inquiries or problems to the department Director.
Reports and Correspondence
Compile pertinent data used to prepare various required state and local reports.
Prepare purchase orders and payment authorizations as directed.
Policy, Reports, and Law
Maintain confidentiality.
Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
Follow District safety protocols and emergency procedures.
Perform other related duties as assigned.
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QUALIFICATIONS:
Education/Certification:
High School Diploma or equivalent
Associate Degree (preferred)
Experience:
Three (3) years successful secretarial/related experience
Experience in public education environment (preferred)
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SPECIAL KNOWLEDGE/SKILLS/ABILITIES:
Proficient skills in keyboarding, data entry, word processing, and file maintenance
Ability to use software to develop spreadsheets and databases and do word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Basic math skills
Knowledge of basic accounting principles
Strong organizational, communication, and interpersonal skills
Ability to effectively present information in one-on-one and to small and large groups of employees
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
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SUPERVISORY RESPONSIBILITIES:
None
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MENTAL/PHYSICAL DEMANDS AND 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, frequent