1. DUTIES OF EXECUTIVE DIRECTOR SECRETARY
Daily
1. Enter attendance in computer for secretaries and program directors. Get pint forms.
2. Stamp requisitions, take to Assistant Sup of C&I secretary, and distribute copies to
secretaries.
3. Pay daily invoices and order supplies.
4. Schedule meetings for Dr. Ptomey
5. Purchase snacks and materials for meetings
Weekly
1. Secretary attendance (every week) and create pay requisitions.
Monthly
1. Board reports – collect, revise and get to Superintendent
2. Horizontals – prepare agenda, sign in sheets, packets, and take minutes
3. Purchase snacks and order food
4. C&I Meetings – prepare agenda, sign in sheets, packets and take minutes
5. Figure attendance rate for secretaries.
Every six weeks
1. Get counts for tests and take to print shop.
Beginning of the Year
1. Prepare for Administrator’s conference (materials, food, etc.)
2. Update phone directory, emergency phone plan, birthday list, sign-in sheets (C&I,
horizontal, secretary)
Mid Year
1. Incentives (end of November)
2. Textbook Adoption (February)
3. District Staff Developments (October, January)
4. TAKS monitoring schedule (February)
End of Year
1. Collect all program director’s dates for staff developments and input into MOC room
reservations system.
2. Make a calendar of events for C&I department.
3. Order green folders for SSI for next year.
4. Revise PK and Kindergarten report cards and get to print shop.
5. Order report card envelopes from Camden Graphics (713-662-0123-Cameron).
6. Order scantrons for the year (TRIAND –Anneliese Geis 512-248-2278)
7. Set dates for horizontal, C&I, AP and skills specialist meetings.
8. Create vacation schedule for C&I department.
9. Come up with schedule for board report due dates to you.

2. 10. Set up schedule for board presentations.
11. New attendance (secretary and program director), flex time, and travel folders.
12. Evaluations (April/May)
DISTRICT CALENDAR:
1. Create and send district calendar template to the Resource Center, Curriculum &
Instruction Department. The Executive Director of Curriculum and Instruction will
then review and make sure there are no problems. Send final master list of events for
the Resource Center to Assistant Superintended of Curriculum & Instruction.
ONLINE CALENDAR OF EVENTS-MOC RESERVATIONS:
1. Input Dr. Sara Ptomey dates onto MOC Reservation system.
C&I REQUISITIONS:
1. Departments will bring over requisitions to be processed. Stamp with the C&I stamp
that includes the date you received the requisitions.
2. Look through them and make sure that requesting party (PD/D/ED) have signed off
on the requisitions. IF THEY HAVE NOT – they need to be returned to the
appropriate person.
3. Make sure that all time cards attached with pay requisitions are signed by the
employee and the program director/director generating the requisition (blue ink only).
4. Once Dr. Ptomey has signed off on all requisitions, the top sheet of the requisitions
are scanned and then named including the date they were taken downstairs.
5. All local coded requisitions go to the “campus contacts” in the business office.
6. All special funded requisitions go to “FSSP.
7. PO2s / SCs: If you get some of these, have Dr. Sara Ptomey sign the requisitions and
the invoice and then scan and send to the “APInvoiceReceipts” box if local funds are
being used. If special funds are being used, send to the appropriate bookkeeper and
director and cc the secretary and director that originated the paperwork. Send the
originals back to the secretary.
8. Late RQS: check amount and budget line and make sure it has a reason and an
invoice is attached. Reply to all with attachment to Ann Hazzan.
9. NEW PROCESS (PAPERLESS). LOG INTO AMS REVIEW ALL
DOCUMENTATION AND APPROVE FOR C&I DEPARTMENT.
10. LOG ONTO E-MAIL AND APPROVAL ALL OTHER REQUISITIONS SUCH
AS TRAVEL, BUDGET AMENDMENTS AND REQUEST.
DEPARTMENT REQUISITIONS (DR. PTOMEY BUDGETS):
1. Dr. Ptomey will make request.
2. Requisitions to be created.
3. Scan and submit backup documentation for requested materials.
4. Log onto AMS submit and approve requisitions.
5. All local coded requisitions go to the “campus contacts” in the business office.
6. All special funded requisitions go to “FSSP.
7. When creating a time card make sure that all time cards attached with pay requisitions
are signed by the employee and signed by Dr. Ptomey (blue ink only).

3. 8. Submit payroll electronically.
9. Contract: Log onto the FAST system. Have contract and additional documentation
ready. Once created attach documentation and contract into FAST (it is very
important that you log into FAST and keep up with your contract) Contracts usually
take up to two weeks to go through the entire signature process. Once the session has
occurred request invoice scan and submit to “APInvoiceReceipts” or special
programs for billing purposes.
10. Late RQS: Create and submit to Mrs. Ann Hazzan.
EMAIL REQUEST:
1. RQSP: These requests come from specific department to Dr. Sara Ptomey email.
CHECK EMAIL DAILY. The attachment needs to be opened and checked. Once
everything is checked, an approval email is forwarded to the “AcctBusinessDept”
box. Dr. Sara Ptomey DOES NOT oversee PO2 request for special funds.
2. PROCESS FOR PAYMENT: PO2s or SCs – Make sure the invoice and all
supporting documents are attached before approving and sending to the
3. BUDGET AMENDMENTS: Make sure that the transfer is in whole dollars and
that everyone has approved it. Forward with Dr. Sara Ptomey approval to the
“Budget Amendment Box” and cc all personnel.
TRAVEL ARRANGEMENTS FOR DR. PTOMEY:
1. Dr. Ptomey will request to attend session/conference/training etc.
2. Create out of district travel form and submit with Dr. Ptomey signature to Dr. Wanda
Bamberg for travel approval.
3. Once all information is compiled log onto AMS and request advance travel. Submit
all documentation.
4. When your request is turned into a purchase order contact conference and register Dr.
Ptomey.
5. Contact Hotel and book room.
6. Make sure there is parking on site or make arrangements so that Dr. Ptomey will not
have to make them once she arrives on site.
7. If we are submitting final travel – Dr. Ptomey will submit all documentation so that I
can request the final travel. If we submitted advance travel submit all documentation
to the travel box so that we may finalize her travel.
8. If the travel card was used get documentation for Dr. Ptomey and submit along with
Credit Card statement.
TRAVEL CARD:
1. The travel card is maintained by Maria Garcia.
2. All expenses are recorded and approved by Dr. Ptomey before the use of the travel
card.
3. The travel card is used by Dr. Ptomey and the departments she overseas.
4. If an expense is placed on card the department that used the card will submit
documentation along with their own departmental budget line.

4. 5. Once documentation has been submitted I will create the Travel Reimbursement
form, Dr. Ptomey will approve and sign, then I submit to the Travel box for
approvals.
DEBIT CARD:
1. The debit card is maintained by Maria Garcia.
2. All expenses are recorded and approved by Dr. Ptomey before the use of the debit
card.
3. The debit card is used by Dr. Ptomey and the departments she overseas.
4. The debit card has to be checked out by submitting a Request for Expenditure from
Debit Card form.
5. The form needs to be filled out completely and signed/date/time needs to be filled out
in blue ink.
6. You are to use approved vendors ONLY.
7. Once you make an expense return to my office and sign the debit card back in.
8. Turn in documentation. I will then create the Card Expenditure Form and submit
along with all documentation to Dr. Ptomey for approval and submit to the petty cash
box along with a word and excel spreadsheet.
9. Departments have a $250.00 allowance you are not allowed to go over that limit.
MAIL / EMAIL:
1. All mail is sorted and disseminated. Any email that you can answer while Dr. Sara
Ptomey is out of the office needs to be replied to or delegated to someone who can
answer if you cannot.
CONTRACTS:
1. All contracts are processed through the FAST system. Make sure you have the tax
ID, address, phone number, email and coding information before you start the
process.
2. If it is a Software Maintenance Contract, a SOFTWARE APPROVAL request needs
to be processed through e-portal. A contract cannot be started until you have the
approved software approval.
3. All Interlocal contracts need to be approved by the board.
4. The CYS (Youth Service Specialists, goes to the board) & CIS (Communities in
Schools, does not go to the board) contracts belong to the Counseling Dept. They are
funded through SCE but you will enter them into FAST. Once approved, send
originals back to Counseling. Get coding from Perla Davila.
DR. SARA PTOMEY CALENDAR:
1. You keep the schedule for Dr. Sara Ptomey of C&I.
2. Dr. Sara Ptomey meets with the Superintendent weekly.
3. Dr. Sara Ptomey meets with her directors on a week to two week basis.
4. Make sure that all important dates are on the calendar, such as: VEAC; DEAC;
Horizontals; Principal/AP Academies report card dates; and all testing dates.
5. Dr. Sara Ptomey may schedule items without your knowledge. Always check the
calendar for conflicts. I schedule meetings in green.

5. 6. When scheduling a meeting with a vendor please verify that Dr. Ptomey approves the
meeting. There may be a conflict within meetings or she may need time to prepare for
next meeting.
TIME KEEPER:
1. Time keeper for C&I secretaries.
2. You will log in to T&A and approve all T&A.
a. You will keep up with vacation time, sick time, personal time and employee
travel for Dr. Ptomey department.
b. Receive original documentation, have Dr. Ptomey sign, scan and turn into Payroll.
SCORECARD:
• A form to keep track of CPE hours is located in My Documents, Scorecard,
“Current Year”. The file is called Tech-CPE Hours “current quarter”.
• An email will need to be sent out to the Curriculum Program Directors email list
asking if they have completed their hours for each particular quarter.
Q1: 10 hours
Q2: 20 hours
Q3: 30 hours
Q4: 40 hours
• An email will need to be sent out to the secretaries asking if they have completed
their hours for each particular quarter.
Q1: 1.5 hours for experienced paras / 4 hours for new paras
Q2: 3 hours for experienced paras / 8 hours for new paras
Q3: 4.5 hours for experienced paras / 12 hours for new paras
Q4: 6 hours for experienced paras / 15 hours for new paras
THE HOURS ARE CUMULARIVE.
• You will receive a delegation scorecard from Dr. Christina Gomez. The items
that you need to collect data for will have Dr. Ptomey name next to it. You will
need to collect this data and return it to Dr. Gomez by the due date.
ADMINISTRATIVE / TEACHER HANDBOOKS:
1. Assistant of Superintendent for C&I send each section of the Administrative /
Teacher Handbook in April to Dr. Sara Ptomey. I then e-mail to appropriate
personnel to review and make changes if necessary to their department information.
Edit document and make the changes in dark bold blue and any deletions will be red
and have a strikethrough. Once all revisions are complete, the sections need to be
compiled, PDF, and sent to the Assistant of Superintendent for C&I secretary. She
will then make additional changes and put the entire Administrative/Teacher
Handbook together and e-mail the final copy to Niccolle Copeland to upload to the
Aldine website.
EVALUATIONS:

6. 1. Once evaluations are complete, the directors will send them to you.
2. You will need to complete the summative evaluation sheet for signatures.
a. Get a total number of indicators.
b. Get the total of each indicator (NA-5).
c. Divide the total of each indicator (NA-5) by the total number of indicators to get
your percentages.
3. Once the summative evaluation is complete, email the director to come and sign.
4. Once Dr. Sara Ptomey signs, scan them and send the originals to Paula Love at HR.
5. Send the scan to each director for their records.
WORK ORDERS:
1. You are responsible for work orders (computer, phone, email) for the Resource
Center, C&I Department.
2. You are also responsible for placing work orders for general maintenance (AC, toilet,
pest control) for the building, if someone brings it to your attention.
INTERVIEWS:
1. Log onto the Human Resource website and get all documentation for applicants.
2. Print applicant’s documentation.
3. Contact committee and see if they are available to be part of the interview process.
4. Make folders for each person on the committee with applicant’s documentations.
5. Contact applicant and give them the specific date/location/time of their interview
6. Order breakfast and lunch for interview panel.
7. If the applicant is applying for a secretarial position a test is given at the end of their
interview.
8. The test are reviewed by Dr. Sara Ptomey. Depending on the test score along with the
interview then an applicant is selected.
9. If they are interviewing a Program Director position then an assignment is given.
10. Once the committee has decided on an applicant I get all packets back. I staple each
committee member’s packets and save the file for two years.
11. Should the committee not make a decision then we will start the interview process
again.

7. 1. Once evaluations are complete, the directors will send them to you.
2. You will need to complete the summative evaluation sheet for signatures.
a. Get a total number of indicators.
b. Get the total of each indicator (NA-5).
c. Divide the total of each indicator (NA-5) by the total number of indicators to get
your percentages.
3. Once the summative evaluation is complete, email the director to come and sign.
4. Once Dr. Sara Ptomey signs, scan them and send the originals to Paula Love at HR.
5. Send the scan to each director for their records.
WORK ORDERS:
1. You are responsible for work orders (computer, phone, email) for the Resource
Center, C&I Department.
2. You are also responsible for placing work orders for general maintenance (AC, toilet,
pest control) for the building, if someone brings it to your attention.
INTERVIEWS:
1. Log onto the Human Resource website and get all documentation for applicants.
2. Print applicant’s documentation.
3. Contact committee and see if they are available to be part of the interview process.
4. Make folders for each person on the committee with applicant’s documentations.
5. Contact applicant and give them the specific date/location/time of their interview
6. Order breakfast and lunch for interview panel.
7. If the applicant is applying for a secretarial position a test is given at the end of their
interview.
8. The test are reviewed by Dr. Sara Ptomey. Depending on the test score along with the
interview then an applicant is selected.
9. If they are interviewing a Program Director position then an assignment is given.
10. Once the committee has decided on an applicant I get all packets back. I staple each
committee member’s packets and save the file for two years.
11. Should the committee not make a decision then we will start the interview process
again.