Executive Assistant
Executive Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Job Summary:
The Executive Assistant provides general administrative support to the Superintendent of Schools and the Assistant Superintendent of Curriculum Instruction & Assessment (CIA) and the programs they manage while overseeing the efficient and team-oriented operation of the office.
Essential Functions:
- Assembles inputs and disseminates data utilizing a variety of mediums (database spreadsheet word processing web-base paper and other systems) to support the work of the Superintendent and Director of CIA
- Provide administrative support for a variety of activities including In-service and Professional Development; New Teacher Orientation and Opening Day
- Manages essential processes within the office implementing organized and efficient practices throughout
- Maintains files in conjunction with the Human Resource office for all district personnel contracted service providers and volunteers regarding Background Checks
- Greets visitors and responds to or directs telephone email and social media inquiries
- Schedules and arranges appointments and meetings for the Superintendent and Director of CIA
- Prepares School Board agenda with input from Board Chair and Superintendent; assembles board packet materials and distributes and posts as appropriate; attends records and prepares minutes for all Board meetings in a timely fashion
- Administers the inventory and ordering of office supplies
- Prepares a variety of reports for local state and federal compliance within the timeframe required
- Assist with Homeless paperwork and coordinate transportation as needed; reconcile and submit mileage reimbursement as needed
- Prepares and distributes all administrator teacher and athletic coach contracts and stipend agreements
- Maintain records of all educator licenses and apply for provisional or emergency licenses for new educators as necessary
- Maintains Edits and posts onto the District website District calendar electronic sign and social media as needed
- Prepares mailings as needed
- Processes purchase orders and manages the budget for the Superintendent Director of CIA and the Board
- Assist in arranging conference and meeting registrations travel arrangements and follow up documents
- Responds to inquiries from parents teachers and community at large with knowledge of general policies and procedures and awareness of the need for confidentiality of student and staff information.
- Support the recruiting and hiring process of new staff (administrators teachers and coaches) including all staff background checks
- Performs other duties as assigned
Qualifications:
- High School diploma or equivalent
- Minimum of 5 years experience in administrative support with executive office experience preferred
Required Knowledge Skills and Abilities:
- Ability to maintain confidentiality in all aspects of the job in accordance with federal state and Springfield School District requirements
- Strong work ethic with ability to stay on task
- Strong customer service and public relations skills
- Critical thinking and problem solving skills
- Time management organizational prioritization and problem-recognition skills
- Basic mathematics skills
- Ability to manage multiple tasks with frequent interruptions
- Ability to manage multiple priorities
- Ability to diffuse and manage volatile and stressful situations
- Ability to communicate effectively both orally and in writing. Skilled communicator in multiple media
- Interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
- Ability to understand both written and oral instructions
- Ability to make independent judgments
- Ability to promote and follow Board of Education policies District policies and building and department procedures
- Ability to recognize the importance of safety in the workplace follow safety rules practice safe work habits utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
Tools/Technology Requirements:
- Operating knowledge of and experience with personal computers and peripherals.
- Operating knowledge of and experience with word processing spreadsheet presentation and database software such as Google Suite. Microsoft Word Excel and PowerPoint as well ase-mail system calendar/appointment management system and the Internet.
- Operating knowledge of and experience with typical office equipment such as telephones copier scanner printer postage meter and fax machine.
Physical and Mental Demands:
- Prolonged periods of sitting (up to 75% of the time)
- Requires occasional moving of equipment materials and supplies weighing up to 50 pounds.
- Frequent and prolonged keyboarding/writing
- Frequent and prolonged talking/hearing conversations
- Some bending and twisting to access file cabinets office machinery and supplies
- Perform physical requirements with a moderate degree of physical and emotional stamina
- Frequent requirement to remain calm in stressful situations
Employment Type
Full-Time
