Executive Assistant

Job Overview

This is specialized clerical and administrative support work performed in a School Division central office. An employee in this class performs varied and responsible office operations requiring well-developed office skills. An employee in this class typically provides administrative support to an Assistant Superintendent or equivalent; and serves as the main contact and office support for the assigned department. The work encompasses a range of office activities including producing complex documents preparing and communicating information to other parties arranging events and maintaining and monitoring accounts and expenses.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Prepares informational and administrative communications that are reproduced and distributed to others within the school system
• Responds to inquiries from school staffs central offices parents and outside organizations; answers inquiries within areas of authority and refers other calls to appropriate staff; as situations warrant explains procedures and requirements to callers in order to resolve matters or to facilitate action
• Maintains databases and enters edits and corrects data as necessary; produces reports lists summaries and other documents from databases; as needed creates databases using spreadsheet or database software
• Posts and maintains accounts entering data from financial transaction documents into computerized accounting spreadsheets or systems; monitors accounts and advises supervisors of account status; compiles lists summaries and other financial information as requested; orders supplies as necessary
• Manages updates and inputs department information related to agenda items including policies documents and presentations in public portal
• Produces complex documents (lengthy containing graphics tabular material indexed) formatting documents according to established guides or as determined appropriate; corrects grammar and spelling; prints documents and arranges for mailing or distribution as necessary; maintains logs appointment schedules calendars bulletin boards reference files/materials and other office records; prepares office forms and documents such as purchase orders vouchers requisitions personnel actions and time and attendance reports and sends to appropriate units for response; maintains logs of such actions and follows up as necessary
• Participates in arranging events conferences meetings and other activities; assembles information prepares informational materials locates and organizes for necessary space and services; maintains related expense and activity files and records; makes travel arrangements including hotel and travel reservations; prepares itineraries; processes expense reimbursements

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

High School Diploma or GED

Experience

Experience performing a variety of specialized and general office tasks with deadlines and long-range projects simultaneously

Licenses and Certifications

Knowledge Skills and Abilities

• Proficient knowledge of modern office practices and procedures as applied to the organization and implementation of office systems and procedures; effective techniques of office management; the use of full function word processing software and standard office database software; standard office appliances including desktop PCs standard office software scanners printers photocopiers and facsimile machines
• Ability to organize and manage office operations for a major organization department of the School District; to perform specialized office and administrative support work accurately and quickly; to communicate effectively; to work cooperatively with others; to work under pressure and/or frequent interruptions
• Ability to take initiative and to handle new duties with limited direction; ability to determine and set work priorities maintain confidentiality work independently and work effectively during periods of heavy workloads; ability to work and respond calmly and efficiently when under pressure
• Ability to assist in the coordination of events meetings and committees
• Strong customer service orientation and functioning as primary first level point of contact
• Anticipates long range needs of the office and responds with initiative
• Strong organizational communication and interpersonal skills

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly talking expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately loudly or quickly. The employee must possess normal cognitive abilities including the ability to learn recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.

Reports to:Chief Operations Officer

FLSA Status: Non-Exempt

Months/Days/Hours:12 months/ 254 days/ 8 hours

Salary Level: Universal 11

Salary Scale: Range:$33.82 - $43.65

Remote Work Eligible:No

Union Designation: Non-Union

Required Experience:

IC