Administrative Assistant II, Facilities and Construction Department

QUALIFICATIONS:

1. Proof of high school graduation or GED certificate.

2. Knowledge of record-keeping and general office procedures.

3. Proficiency required in operating a personal computer utilizing Microsoft Office applications.

4. Self-motivated with the ability to independently work under pressure with frequent interruptions.

5. Demonstrate excellent interpersonal skills.

TERMS OF EMPLOYMENT:

250 days

SALARY/PAYGRADE:

$36,063 – CP5

Salary Range (based on experience) as set by the Board of Trustees for the school year 2023-2024

ESSENTIAL FUNCTIONS:

Be able to provide efficient and effective administrative support to the Facilities and Construction Department through the following:

• Schedule meetings and ensure accuracy of the calendar with special detail to double bookings, meeting cancellations, and time allowance between meetings.
• Prioritize and monitor the status of administrative tasks.
• Perform secretarial and receptionist duties, including screening and greeting visitors, receiving phone calls, and recording messages.
• Process office mail received and its required distribution.
• Take meeting minutes when appropriate and distribute them to attendees.
• Responsible for keeping the office supplies and conference room supplies stocked.
• Respond to routine inquiries from the state, the public, and outside agencies and refer to appropriate personnel.
• Prepare correspondence including memoranda, letters, meeting minutes, transmittals, etc. for department staff and handle distribution of same as may be required.
• Receive, reconcile, scan and archive all documents at the time of services for projects in a manner that allows for easy viewing and retrieval.
• Perform data entry tasks.
• Assist with project close-out process.
• Assist with the processing of all Public Information Requests.
• Transmit bid bonds, payment and performance bonds, and certificates of insurance from General Contractors to the district insurance office for approval.
• Process lien notices for projects.
• Process badge requests and administer the badging process for various departments within CFISD.
• Provide general secretarial support to the Facilities and Construction Department.
• Plan and coordinate special events such as employee appreciation and holiday celebrations to include set-up and clean-up of the conference room before and after events.
• Perform other duties as assigned by the Assistant Superintendent of Facilities and Construction, Director of Project Management, Director of Construction Field Services, and Director of Technical Services.
• Regular and reliable attendance is an essential job function.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions, and maintain emotional control under stress. Repetitive hand motions; prolonged use of a computer.

APPLICATION INFORMATION:

Human Resources

Phone: 281-897-4189

Email: annette.escobar@cfisd.net

DEADLINE TO APPLY:

August 1, 2023 or Until Filled

Applications will be reviewed.

Not all applicants will be interviewed.

Hiring Managers may choose to email you regarding this application. Please monitor your email regularly for any communication.