Admin Assistant to Exec Director - Construction Mgmt

TRANSFER PERIOD CLOSED

Other information:

BOND FUNDED POSITION

POSITION IS FUNDED THROUGH BOND MONIES AND WILL BE ELIMINATED ONCE THE BOND PROGRAMS HAVE BEEN COMPLETED

Location: Richard A Middleton Education Center

Work Schedule: 230 Days

Work Type: Regular Full-Time

Exempt: No

Pay Grade:: C9

REASONS TO JOIN NEISD

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IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment

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IMPORTANT INFORMATION REGARDING OPTIONS FOR PAY (for employees who work 215 Days or less ONLY)

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EDUCATION AND EXPERIENCE:

High School Diploma or Equivalent

Six years clerical or administrative experience

High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.

PRIMARY PURPOSE SUMMARY:

Provides high-level administrative and operational support to the Executive Director of Construction Management. Performs advanced administrative, technical, and office support functions requiring independent judgement, organization, attention to detail, and knowledge of departmental operations and procedures.

ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:

1. Provides administrative support to the Executive Director of Construction Management and departmental leadership staff.

2. Coordinates and manages departmental office support functions, administrative workflows, calendars, communications and work assignments.

3. Coordinates with the NEISD Attorney to processes contracts for project consultants and contractors.

4. Assists in preparation of bid advertisements, bid tabs and bid ranking memorandum.

5. Processes invoices for payment to consultants by matching documentation, reviewing budget account codes and verifying receipt of invoiced items.

6. Supports departmental operations by communicating information, interpreting procedures, monitoring daily activities, and assisting with the implementation of department processes and initiatives.

7. Maintains calendar in Outlook for Executive Director and gives timely reminders of deadlines and other important dates.

8. Works cooperatively with the Contract Administrative Supervisor II to help facilitate the flow of contracts processed by the department.

9. Assist the Executive Director with monitoring and managing departmental budgets, including tracking expenditures, maintaining budget documentation, preparing budget-related reports, entering purchase orders and financial transfers and keep accurate financial records.

10. Maintains bond contract log per each project listing all contracts, purchase orders, request for checks and any other expenses. Reconcile monthly with Executive Director.

11. Assist Executive Director by attending monthly, after hour Citizen Bond Advisory Committee Meetings and prepares written meeting minutes for distribution to the CBAC members.

12. Assists with execution of the NEISD Construction Contractor Badging Policy.

13. Interacts with NEISD staff, architects, engineers and city officials.

14. Represents NEISD with the highest ethical standards and conducts oneself in professional manner.

15. Maintains confidentiality of information.

16. Occasionally required to drive District vehicle in the performance of assigned tasks.

17. Reports to work on time every day.

18. Performs all other tasks and duties as assigned.

QUALIFICATION REQUIREMENTS:

• Knowledge and ability to effectively utilize Microsoft Office, Google or other web-based applications
• Excellent organizational, records management, and multitasking skills with a high attention to detail
• Excellent interpersonal, written and verbal communication skills
• Ability to respond professionally to common inquiries or complaints from customers, regulatory agencies, or members of the business community
• Ability to effectively present information to top management, public groups, and/or boards of directors
• Ability to prioritize work and handle deadlines in a timely manner
• Valid Texas Drivers License with driving record that meets the requirements of the District

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms and taste or smell. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT:

The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

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While all applications will be reviewed, not all applicants will be interviewed.

North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.