Administrative Assistant II, Facilities and Construction Department - Cypress-Fairbanks Independent School District

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:

$36,423 – CP5

Salary Range (based on experience) as set by the Board of Trustees for the school year 2024-2025

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 to attendees.
• Responsible for keeping the office supplies and conference room supplies stocked.
• Respond to routine inquiries from the staff, 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 Contract Management.
• 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.

DEADLINE TO APPLY:

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.