Administrative Assistant

Position Type:
Secretarial / Clerical / Administrative

Date Posted:
4/8/2025

Location:
Jubilee Academies District Office, San Antonio, TX

Date Available:
ASAP

Closing Date:
Until Filled
Job Description

Position Title: District Department Administrative Assistant

Position Type: Salary $35,552 / Non-Exempt

Position Hours: Full-time; Monday - Friday

Length of Term/Employment: 220 days/ At-will

Reports to: Department Manager and/or Director

Position Mission: To ensure the efficient operation of the department's administration office, provide clerical services for the department's administrative staff, and manage department finance, cash and budget accounts.

Position Minimum Qualifications:

• Education/Certification:

• A high school diploma or GED preferred, Associates Degree and bilingual preferred.
• Applicant must have a satisfactory outcome of a fingerprinting background check.
• Intermediate proficiency in Microsoft Excel/Google Sheets.

Special Knowledge/Skills:

• Possess excellent interpersonal and communication skills.
• Ability to work as a team member to work in conjunction with the district department accounting staff.
• Ability to follow oral and written instructions.
• Ability to work with limited supervision.

Experience:

• Three years of work-related experience preferred .
• Work history demonstrating customer service, telephone etiquette, and adherence to efficient and effective office management procedures.

Job Duties:

• Purchasing:

• Coordinate travel accommodations and prepare requisitions for: meeting registration fees, hotel, fuel, vehicle, and per diem upon return.
• Purchase office supplies.
• Local Funds Purchasing and requisition submission.

Budget Management:

• Local Funds transfers.
• Produce Local Fund balance reports.
• Monitor Title funds.

Administrative Support

• Provide clerical and organizational support
• Manage daily office tasks
• Scheduling appointments
• Handle correspondence, prepare agendas and minutes for meetings
• Supporting director and department to ensure smooth operation

Time Clock:

• Manage, Monitor, Edit, and Approve Weekly.

HR Liaison:

• New employee paperwork.
• Worker's comp oversight, i.e. Accident Reporting.
• Monthly review of campus gains, losses, absences, and staff absenteeism.

Organizational Skills:

• Organize and maintain files and databases.
• Track deadlines and manage projects.
• Assist with data entry and other clerical tasks.

Other:

• Attend professional growth activities.
• Other duties as assigned.

Charter & Community Responsibilities:

• Convey the charter's mission to the public and encourage support in accomplishing the mission.
• Illustrate understanding of Charter and community needs and begin activities to meet those needs.
• Demonstrate use of productive and efficient skills to raise community and parent involvement.
• Actively participate in student recruitment efforts.

Charter Atmosphere:

• Encourage a constructive, thoughtful climate for learning.
• Promote fairness of students and staff from all cultural backgrounds.
• Communicate with students and staff in an effective manner that promotes and sustains the Jubilee culture.

Working Conditions:

• Maintain emotional control under stress; work with frequent interruptions/deadlines; prolonged sitting, and frequent standing, walking, climbing, pulling and pushing, reaching, and stretching.