Secretary Executive Director

Job Title:Secretary Executive Director
Reports to: Deputy Superintendent
Dept./School: Central Administration Office
Exemption Status/Test:NonExempt

Primary Purpose:

Work under minimum supervision to ensure the efficient operation of the Deputy Superintendents office and provide clerical services. Handles confidential information and engages in frequent contact with all levels of district employees outside agencies and the general public. Responsible for onsite leadership of clerical employees assigned

Qualifications:

Education/Certification:

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidate must have satisfactory outcome of fingerprinting background check. Nonrefundable fee (approximately $50.00 paid by the employee

Special Knowledge/Skills:

• Knowledge of school district organization operations and administrative policies
• Ability to read and comprehend instructions short correspondence and memos
• Ability to make independent decisions regarding planning organizing and scheduling
• Excellent public relations organization communication and interpersonal skills
• Ability to use software to develop spreadsheets perform data analysis and do word processing
• Ability to multitask numerous complex administrative activities

Experience:

• 3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Records Reports and Correspondence

• Organize prepare and post official school business agendas and records
• Prepare all correspondence memoranda and reports for Deputy Superintendent
• Comply with policies established by federal and state laws and regulations and local board policy

Reception and Phones

• Answer incoming calls and greet visitors
• Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to Deputy Superintendent or other administrators
• Schedule appointments and maintain Deputy Superintendents calendar

Other

• Assign work to executive office clerical staff and oversee completion.
• Assist with travel arrangements for administrators as needed including making hotel reservations and turning in conference registration forms.
• Compile maintain and file all reports records and other documents as required.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:
Monitor the work and issue work assignments to assigned clerical staff.

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Director