Openings as of 4/13/2025
Secretarial/Clerical

School Administrative Assistant

JobID: 2123

Position Type:
  Secretarial/Clerical


Date Posted:
  3/31/2025


Location:
  Alton Elementary


  Additional Information:  Show/Hide

School Administrative Assistant
 
Position Purpose
Under the direct supervision of the principal or other administrator, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions
• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distribute incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
                Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.
 
Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
 
Travel Requirements
Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities
• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
                *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. 
Typical qualifications would be equivalent to:
• Graduation from high school.
• Some Shorthand or speed writing skills desirable.
• Successful experience with office management preferred. 
FLSA Status:       Non-exempt





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Openings as of 4/13/2025
Secretarial/Clerical

Administrative Assistant to the Chief Academic Officer

JobID: 2133

Position Type:
  Secretarial/Clerical


Date Posted:
  4/2/2025


Location:
  Brenham ISD Administration Office


  Additional Information:  Show/Hide

Administrative Assistant to the Chief Academic Officer

Position Purpose
Under the direct supervision of the Chief Academic Officer (CAO), to provide clerical, secretarial and administrative assistance to district administrators, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other employees.

Essential Functions
• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Maintains the daily/weekly/monthly calendar of the CAO for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling events and activities, and maintaining calendar of events for the purpose of coordinating and scheduling district events.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Maintains budget for the entire Leading and Learning Department.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Answers telephone calls, and provide information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents and teaching staff or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Supports, guides, leads, trains and coordinates work of school clerical employees for the purpose of providing assistance with administrative functions.
 
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
                Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements
Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities
• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards
• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.
        *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile
• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:
• Graduation from high school.
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
• Bachelor's degree preferred.
• Shorthand or speed writing skills desirable.
• Successful experience with office management preferred.
 
FLSA Status:       Non-exempt





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Openings as of 4/13/2025
Secretarial/Clerical

Accounting / Purchasing Specialist

JobID: 2115

Position Type:
  Secretarial/Clerical/Accounts Payable


Date Posted:
  3/24/2025


Location:
  Brenham ISD Administration Office


  Additional Information:  Show/Hide

Job Title:           Accounting / Purchasing Specialist                                                Exemption Status/Test:       Nonexempt
 
Reports to:       Chief Financial Officer                                                                   Date Revised:                       05-28-24
 
Dept./School:    Business Services
 

Primary Purpose:
 
Assist in the procurement of material and equipment for the district. Work under close supervision and follow established purchasing procedures to process bids and purchase orders.  Perform bookkeeping and maintain district financial records.
  
Qualifications:
 
   Education/Certification:
 
    High school diploma or GED
    Associate or Bachelor's Degree preferred
 
 
   Special Knowledge/Skills:
 
• Knowledge of procedures for purchasing and invoicing supplies and equipment
• Ability to analyze and organize a complex filing system of bid-related documentation
• Proficient keyboarding, 10-key numerical data entry, and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and do word processing
• Effective organizational, communication, and interpersonal skills
• Knowledge of bookkeeping principles and practices
• Ability to work with numbers in an accurate and rapid manner to meet established deadlines
• Working knowledge of the Financial Accountability System Resource Guide (FASRG)
 
   Experience:
 
   3 years experience or college coursework in business and/or accounting related subjects
 

Major Responsibilities and Duties:
 
Accounting
 
1. Maintain complete and systematic records of assigned district financial transactions.

2. Verify and record details of financial transactions in accounting systems.

3. Balance general ledger and subsidiary accounts by reconciling entries.

4. Examine general ledger transactions for accuracy; make corrections as needed and inform supervisor of problems.

5. Compute and record cash receipt summaries.

6. Assist with preparation of financial statements, income statements, and cost reports to reflect financial condition of district and help prepare financial statements and budget amendments for presentation to board.
 
Purchasing
 
7. Process bids and purchase orders as directed and in accordance with established procedures.

8. Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.

9. Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.

10. Contact vendors to check on invoices, purchase orders, contracts, and other issues as directed.

11. Assist with the resolution of problems with incorrect orders, invoices, and shipments.
 
Clerical
 
12. Prepare and maintain vendor database and bidder lists.

13. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.

14. Compile, maintain, and file all reports, records, and other documents as required. Answer incoming calls, take reliable messages, and route to appropriate staff.
 

Other
 
15. Follow district safety protocols and emergency procedures.

16. Maintain confidentiality.

17. Assist supervisor with other projects as necessary.
 

Supervisory Responsibilities:
 
None.
 
Mental Demands/Physical Demands/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 keyboarding and se of mouse; occasional reaching
 
Lifting:    Occasional light lifting and carrying (less than 15 pounds)
 
Environment:    May work prolonged or irregular hours
 
Mental Demands:    Work with frequent interruptions; maintain emotional control under stress
 
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.



Attachment(s):
• Accounting - Purchasing Specialist.docx.pdf



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