Admin Assistant I (25-26) - Marketing & Communications

IRVING INDEPENDENT SCHOOL DISTRICT

ADMINISTRATIVE ASSISTANT II

JOB DESCRIPTION

JOB TITLE: Administrative Assistant I WAGE/HOUR STATUS: Non-exempt

REPORTS TO: Executive Director of Marketing PAY GRADE: Para 070 (230 days)

and Communications

DEPARTMENT: Marketing and Communications DATE REVISED: May 2025

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE: Facilitate the effective operation of the Marketing and Communications Department and provide administrative services to the Executive Director of Marketing and Communications

QUALIFICATIONS:

Minimum Education:

High School Diploma or GED Certificate

Educational Secretary III Paraprofessional Certificate (Preferred)

Special Knowledge/Skills

Excellent word processing database skills and file maintenance

Effective organizational communication and interpersonal skills

Ability to work well under pressure

Ability to work simultaneously on several projects

Excellent proofreading and writing skills

Knowledge of budgets and accounting principles

Knowledge of general office equipment

Ability to learn/use District software systems and operate computer/peripherals using a variety of applications

Bilingual (Spanish) a plus but not required

Minimum Experience:

Five years clerical/secretarial experience or other equivalent experience or background.

MAJOR RESPONSIBILITIES AND DUTIES:

1. Perform administrative duties for the Executive Director of Marketing and Communications

1. Provide administrative services to all staff in the Marketing and Communications Department as needed

1. Prepare correspondence requisitions and reports including but not limited to data and information for district personnel patrons and public

1. Gather and prepare data and information for District personnel patrons and public as well as assisting the Executive Director of Marketing and Communications in preparing presentations

1. Maintain records of department budget and perform accounting tasks following established district guidelines including but not limited to those related to budget requisitions purchase orders work orders and the departments travel arrangements

1. Enter online work order requests electronic mail and purchase orders as directed by the Executive Director of Marketing and Communications

1. Prepare Board agenda items as directed by the Executive Director of Marketing and Communications

1. Organize information and materials necessary for various meetings

1. Assist in compiling information for preparing various reports for the Marketing and Communications Department

1. Promote goodwill and effective public relations while maintaining confidentiality and loyalty to the school district

1. Secure locations and necessary data and equipment for office and district-wide meetings including notification of involved persons

1. Order materials supplies and food as needed for the Marketing and Communications Office and all yearly events and/or activities

1. Order and maintain physical awards disseminated at Board meetings and district events

1. Work with various vendors to secure agreements and/or contracts for reservations and/or rental of event venues as needed

1. Maintain Marketing and Communications team memberships to various organizations

1. Receive incoming calls take reliable messages schedule appointments and maintain calendars for the Executive Director of Marketing and Communications

1. Monitor process and submit personnel payroll reports as required

1. Handle incoming and outgoing mail for the Executive Director of Marketing and Communications and the Marketing and Communications Department

1. Lead planning of small-scale events

1. Maintain information of and comply with state district and school policies or regulations concerning primary job functions

1. Attend district meetings and compile minutes as needed

1. Assist with after-hour district events/celebrations as needed

WORKING CONDITIONS:

Mental Demands:

Ability to communicate effectively (verbal and written); perform tasks with frequent interruptions; repetitive hand motions and prolonged use of computer; interpret policy and procedures; maintain emotional control and objectivity under stress. Occasional prolonged and irregular hours.

Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer; occasional light lifting of boxes or other materials; frequent in-district travel

Safety:

Contribute to the prevention of accidents and injuries by observing safety rules and District policy practicing the principles and skills taught in safety training wearing personal protective equipment as required reporting injuries and incidences immediately to supervisor and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.