Job Title: Secretary to Director 

Duty Days: 240

Pay Grade: C05

Salary Schedule: Click for Salary Schedule

Primary Purpose:

To assist the Director of School/Community Relations of Pasadena ISD Education Foundation with a variety of tasks to enhance the smooth and efficient operation of the office; acts as a liaison between District, Community, and Education Foundation

     Qualification:  

•  High School Diploma

      Experience: 

• Secretarial experience in public education, preferred
• Advanced bookkeeping skills, preferred

     Special Knowledge/Skills and Abilitities:

• Strong Computer Skills: Microsoft Word, Excel, Access, Lawson, and Quickbooks
• Strong understanding and extensive knowledge of Quickbooks
• Advanced bookkeeping skills; District budget procedures; Annual financial reports; and non-profit organization knowledge helpful
• Ability to communicate and work effectively with community business leaders and organizations, school administrators, and education foundation board; Ability to coordinate public relations functions and marketing materials.  Ability to compile data, prepare reports, organize projects, and meet critical deadlines.  Strong commitment to service and support

Major Responsibilities and Duties:

• General secretarial duties, i.e. - answer phones, schedule appointments, type correspondence, etc.
• Process purchasing requisitions and maintain budget for community relations office
• Order office supplies on-line
• Maintain records of district donations to each campus and department and prepare a monthly report for Education Foundation Board members
• Prepare financial reports for the various event chairpersons to report at meetings
• Records and transcribe minutes from Education Foundation Board Meetings
• Prepare materials, agenda, minutes and financial reports for monthly education foundation meetings
• Coordinate application process and grant committee materials for mini grants
• Organize mini-grant award events each year – (Prize Parade)
• Assist in developing budgets for individual mini-grants awarded
• Maintain mini-grant budgets and assist mini-grant recipients as needed
• Approve purchases for mini grants in accordance with grant approved budgets
• Maintain mini- grant files and compile close out reports
• Invoice, collect and deposit donations for the education foundation
• Maintain database of foundation donors, issue receipts and thank you letters
• Assist in maintaining marketing materials for foundation
• Assist Foundation Committees by arranging meeting place and preparing materials
• Assist Community Relations Director/Foundation Executive Director with various fundraising events as needed
• Assist foundation treasurer with yearly IRS tax return
• Maintain multiple education foundation bank accounts and monthly reconciliation reports

     Equipment Used:

• Computer and Printer
• Programs: Quickbooks – Lawson – Microsoft
• Copier
• Fax via computer
• Tape recorder
• Telephone

Working Conditions:

      Physical Demands:

• While performing the duties of this job the employee is regularly required to sit, talk or hear.  The employee occasionally will stand or walk;  The employee is occasionally required to reach with hands and arms and will frequently repeat the same hand, arm or finger motions such as when typing;  Employee will frequently interact with the public and other staff members;  Specific vision abilities required by this job include close vision

      Enviroment: 

• The noise level in the work environment is usually moderate