Executive Assistant - Business Services

Primary Purpose:

Organize and manage the routine work activities of a central administrative department office and assist in the procurement of material and equipment for the district. Work under close supervision and follow established purchasing procedures to process bids and purchase orders.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment

Ability to work with numbers in an accurate and rapid manner

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Ability to analyze and organize a complex filing system of bid-related documentation

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets databases and do word processing

Effective organizational communication and interpersonal skills

Experience:

Two years clerical and accounting experience

Major Responsibilities and Duties:

Purchasing

1. Process bids and purchase orders as directed and in accordance with established procedures.

2. Assist staff in preparing purchase orders verifying available funds and authorizations before purchase and maintaining accounts.

3. Assist with the preparation of bidding documents including notice and instruction to bidders specifications and proposal forms.

4. Contact vendors to check on supply and equipment availability invoices purchase orders contracts and other issues as directed.

5. Detect and resolve problems with incorrect orders invoices and shipments.

Clerical

6. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.

7. Order and maintain inventory of office supplies and program equipment.

8. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

9. Answer and respond to incoming calls take reliable messages and route to appropriate staff.

10. Make meeting arrangements for department activities including preparing materials scheduling and setting up facilities and arranging equipment.

11. Prepare and maintain vendor database and bidder lists.

12. Prepare correspondence forms manuals reports purchase orders and payment authorizations using personal computer.

13. Compile maintain and file all reports and other documents as required.

Other

14. Follow district safety protocols and emergency procedures.

15. Display tolerance necessary for accepting supervision for and criticism of job performance.

16. Work in harmony with supervisory faculty and peer personnel.

17. Use professional information discreetly and judiciously.

18. Support and follow administrative and Board policy.

19. Represent the school system to the community in a positive professional way.

20. Maintain a sincere friendly attitude toward patrons.

21. Perform other duties as assigned.

Supervisory Responsibilities:

None.

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; frequent keyboarding and se of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Mental Demands: Maintain emotional control under stress; work prolonged or irregular hours

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.