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Texas Association of Secondary School Principals

Program Assistant/Mail & Print Clerk

JOB TITLE:  Program Assistant/Mail Clerk

ASSOCIATIONS: TASSP/TASC/TAFE

REPORTS TO:  Executive Director

CATEGORY: Non-Exempt

Position Summary:

Provide high-level administrative support for the TASSP Leadership Academy/Fall Summit, Assistant Principal Workshop, Making Middle School Matter Symposium and to the Associate Executive Director of Business Services and Middle-Level Services.  The position is responsible for planning, organizing, and overseeing the business supplies/paper products for TASSP/TASC/TAFE, handle incoming and outgoing mail for TASSP/TASC/TAFE, and assist with copying and preparing documents for TASSP/TASC/TAFE.  It also includes preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings.  May include some overnight and out of town travel.

Tasks:

     Perform general office duties such as answering telephones, filing, handling routine correspondence, and accessing association management system (AMS) platform database to acquire and explain information to members and staff.

     Answer electronic communications and phone calls, directing calls to appropriate parties or takes messages.

     Prepare invoices, reports, memos, letters, surveys, and other documents using word processing, spreadsheet, database, or presentation software.

     Maintain and organize registration of event participants. Assist with organizing registration of event participants.

     Conduct post-event evaluations to determine how future events could be improved.

     Assist with the design and implementation of efforts to publicize and promote events.

     Assist membership coordinator in renewal time.

     Assist with ordering building supplies such as copy paper, business supplies, and paper products.

     Receive all incoming mail daily; sort according to appropriate personnel and distributes.

     Accepts all mail orders for TASSP/TASC/TAFE and organize documents for meetings.

     Keep written and computerized records relating to mailing, parcel shipping, billing, and inventory.

     Prepare large copy jobs for TASSP/TASC/TAFE.

     Responsible for all large mailings for TASSP/TASC/TAFE.  Assist all 3 associations when needed.

     Support the day-to-day operations of TASSP, TASC and TAFE.  Demonstrate continuous effort to improve operations, decrease turnaround times, and streamline work processes, and work collaboratively with staff to provide quality service.

     Comply with federal, state, and company policies, procedures and regulations.

     Perform other duties as assigned.

Skills:

     Technology – Effectively using Microsoft Office 365 Suite Software, AMS platform, and other business-related software/technology to analyze data, develop reports, and communicate information.

     Active Listening – Giving full attention to what other people are saying, taking the time to understand the points being made, asking appropriate questions to gain clear understanding, and not interrupting at inappropriate times.

     Speaking – Talking to others to convey information in a professional, business-oriented mode of communication.

     Writing – Communicating effectively in writing as appropriate for the needs of the audience.

     Reading Comprehension – Understanding written sentences and paragraphs in work related documents.

     Service Orientation – Actively looking for ways to help people.

     Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

     Time Management – Managing one’s time to accurately & efficiently carry out your job responsibilities.

Attributes:

    Problem Sensitivity – The ability to tell when something is wrong or is likely to go wrong.  It does not involve solving the problem, only recognizing there is a problem.

    Deductive Reasoning – The ability to apply general rules to specific problems to produce answers that make sense.

    Written Comprehension – The ability to read and understand information and ideas presented in writing.

    Oral Comprehension – The ability to listen and understand information and ideas presented through spoken words and sentences.

    Oral Expression – The ability to communicate information and ideas in speaking, so others will understand.

    Written Expression – The ability to communicate information and ideas in writing so that others will understand.

    Selective Attention – The ability to concentrate on a task over a period of time without being distracted.

SPECIFIC AREAS OF RESPONSIBILITY

Assisting the TASSP Director for Business Services & Middle-Level Services.

EXPERIENCE and EDUCATION

Associates Degree or higher and or two years of experience in the field is preferred.

PHYSICAL REQUIREMENTS

Long periods of sitting – computer work/filing.  Occasionally be able to move 40 lbs.

The beginning hourly pay for this position is $20 per hour. You will work 40 hours a week. We offer pay increases each year of employment.