Administrative Assistant

Position Type:
Paraprofessional - Admin/Administrative Assistant

Date Posted:
5/11/2025

Location:
Library Services Clerical/Technical Support Compensation Plan
Salary Range: $18.37- $22.40 per/Hour
Shift Type: Full-Time
Wage/Hour Status: Non-Exempt
Reports To: Director - Library Services
EMPLOYMENT BEGINS: As soon as possible
PRIMARY PURPOSE:

• Supports operations of the Library Services through secretarial duties, facilitating the purchase of print and digital library materials for the district and each campus, budget management, and serves as the receptionist for the Linda Samples Technology Center.

QUALIFICATIONS:
Education/Certification:

• High School Diploma/GED
• Texas Educational Secretary Certificate (optional)

SPECIAL KNOWLEDGE/SKILLS:

• Understanding of basic accounting procedures.
• Familiarity with educational budgets and financial reporting.
• Proficient in using office software (e.g., Microsoft Office Suite, Google Workspace Apps).
• Strong organizational skills.
• Strong communication skills, both written and verbal.
• Demonstrated ability to work independently, prioritize tasks, balance multiple projects simultaneously, and meet deadlines.
• Strong interpersonal and positive client experience skills.

EXPERIENCE:

• Prior experience from basic secretarial duties.
• Prior experience with budget management and financial tracking preferred.

MAJOR RESPONSIBILITIES AND DUTIES:

• Provide general administrative support for the Library Services department, including drafting correspondence, maintaining records, and scheduling appointments.
• Manage and screen incoming calls, distribute mail, and handle inquiries for the Library Services department.
• Provide support in preparation of Library Services meetings and training sessions, including room reservations, room setup, and materials preparation.
• Manage purchases for the Library Services department.
• Provide support to campus libraries as needed for special projects.
• Assist librarians with ordering information, i.e. pricing, discounts, shipping, charges, etc.
• Maintain positive relationships with vendors and communicate regularly regarding orders.
• Place orders generated by campus librarians using each vendor's website, following district procedures.
• Prepare quotes for special book orders and digital resource subscription renewals for Library Services
• Prepare requisitions and submit purchase orders for the MISD Business Office, following district procedures.
• Expedite all orders with vendors.
• Verify delivery of all materials for payment.
• Maintain accurate and up-to-date records of all library book acquisitions, purchases, and expenditures using dedicated budget sheets for each campus library.
• Maintain accurate and up-to-date records of Library Services department accounts, tracking expenditures, ensuring adherence to allocated budgets, and provide regular updates to the Director of Library Services.
• Serve as the first point of contact for visitors, parents, and staff, providing a welcoming and professional demeanor and ensuring a positive client experience.
• Handle all inquiries with courtesy and efficiency.
• Provide support in preparation of building and rooms for district meetings and training sessions, including room setup and in-person support as needed.
• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES:

• None

WORKING CONDITIONS:
Mental Demands:

• Reading and comprehending instructions, short correspondence and memos.
• Writing simple correspondence.
• Adding and subtracting two to six digit numbers and to multiply and divide with 10s and 100s.
• Applying understanding to carry out written and oral instructions.
• Balancing multiple projects to successful completion.
• Critical thinking and problem solving to resolve issues

Physical demands/environmental factors:

• Moderate to high noise level in the work environment.
• Lifting/ moving items weighing up to 50 lbs.
• Long periods of computer use.
• Moving chairs and tables on wheels.
• Pushing/pulling a cart on wheels up to 90 lbs at times.
• Some travel within the district.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.