Executive Secretary
Executive Secretary
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Open Until Filled
PRIMARY PURPOSE:
Provide clerical support to ensure the effective and efficient operation of the Education Support Center Assistant Superintendents Office while performing all major responsibilities and maintaining accurate current and confidential records. Handle confidential information and engage in frequent contact with all levels of district employees outside agencies and the general public.
QUALIFICATIONS:
Minimum Education/Certification:
High School Diploma or Equivalent
Associates Degree preferred
Minimum > 40 WPM typing test
Special Knowledge/Skills
Excellent communication public relations organizational and interpersonal skills
Work effectively and collaboratively with District level and school personnel
Follow written and/or oral directions and exercise good judgment
Ability to multitask numerous complex administrative activities
Work independently as well as in a team setting
Work independently without direct guidance and supervision
Ability to make independent decisions regarding planning organizing and scheduling
Proficient computer skills and file maintenance
Ability to use software to develop spreadsheets perform data analysis and do word processing
Maintain accurate and auditable records
Knowledge of school district organization operations and administrative policies
Work Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting and standing; bending/stooping pushing/pulling and twisting
Motion: Repetitive hand motions including keyboarding; reaching
Lifting: Lifting and carrying (50 to 70 pounds)
Environment: Must be able to work with frequent interruptions and maintain professional
demeanor under stress; must have problemsolving skills; occasional prolonged hours and irregular
hours; business casual and/or professional dress required
Travel: Infrequent districtwide travel
Regular attendance is an essential function
Minimum Experience:
Two years of successful experience as an administrative secretary
MAJOR RESPONSIBILITIES AND DUTIES:
- Assist Assistant Superintendent(s) with all correspondence and assist other ESC staff as needed.
- Answer phones route messages and set up appointments.
- Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinetlevel administrator) or other administrators.
- Prepare correspondence forms manuals reports presentations and other documents for the Assistant Superintendent assigned.
- Arrange and pick up catering for meetings/trainings as needed.
- Schedule appointments and maintain the administrators calendar.
- Make travel arrangements including making hotel reservations and turning in conference registration forms.
- Assist in the preparation of data for administration and district personnel.
- Maintain accurate records for financial details in regards to budgetary items and expenditures.
- Prepare forms manuals reports purchase orders and payment authorizations following district standards and requirements.
- Organize meetings trainings and/or special events.
- Assist in preparation of District level staff development.
- Maintain a regular filing system as well as a system for any confidential staff information.
- Set up meetings including reserving the venue preparing materials and arranging for refreshments and catering as needed.
- Maintain a regular digital filing system and upload required information into district database.
- Process requisitions and maintains supplies as needed.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
- Comply with state district and school regulations and policies for classroom teachers including the Texas Educator Code of Ethics
- Perform such other tasks and accepts such other responsibilities as may be assigned.
Employment Type
Full-Time
