Executive Secretary - Office of the Superintendent
Executive Secretary - Office of the Superintendent
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
Open Until Filled
PRIMARY PURPOSE:
Work under minimum supervision to ensure the efficient operation of the superintendents office and provide clerical assistance to those within the department as well as the Board of Trustees if needed. 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 from accredited college or university- preferred
Minimum > 40 WPM typing test
Special Knowledge/Skills:
Knowledge of school district organization operations and administrative policies
Ability to read and comprehend instructions short correspondence and memos
Excellent communication time management and interpersonal skills
Ability to make independent decisions regarding planning organizing and scheduling
Excellent public relations organization communication and interpersonal skills
Thorough knowledge of software to develop spreadsheets perform data analysis and do word processing
Knowledge of open records request procedures and laws
Ability to multi-task numerous complex administrative activities
Ability to maintain confidentiality of information
Work Conditions:
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 prolonged keyboarding & use of mouse; occasional reaching
Lifting: Occasional lifting and carrying (less than 50 pounds)
Environment: May work prolonged or irregular hours; frequent district-wide travel; frequent interruptions; Must maintain professional demeanor under stress; Must have problem solving skills.
Regular attendance is an essential function.
Minimum Experience:
Three or more years of successful experience as an administrative secretary
MAJOR RESPONSIBILITIES AND DUTIES:
- Answer incoming calls emails and greet visitors professionally. Respond to routine inquiries from the public board members and staff and refer appropriate inquiries or problems to superintendent or other administrators.
- Represent a positive image of the Office of the Superintendent and enhance public relations through constructive communication with a variety of agencies and members of the community.
- Schedule appointments and maintain calendars in the Office of the Superintendent. Prepare and disseminate meeting invitations and calendar events.
- Prepare correspondence forms manuals reports presentations and other documents.
- Make travel arrangements including making hotel reservations and turning in conference registration forms.
- Arrange and pick up catering for meetings/trainings as needed.
- 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.
- Compile and maintain a regular digital filing system and upload required information into district database.
- Process requisitions and maintain 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 other duties as assigned.
Employment Type
Full-Time
