EXECUTIVE SECRETARY- SUPERINTENDENT'S OFFICE

Minimum Qualifications:

• High school diploma, Associate degree preferred
• Post-secondary secretarial or office management training is desirable
• Documentation of a clear criminal record in compliance with state statue.
• Complies with drug-free workplace rules and Board policies
• Strong organizational, planning, and project management skills
• Proficient in oral and written communication skills
• Ability to compute mathematical data accurately
• Strong multi-tasking ability and problem-solving skills
• Demonstrated proficiency in office protocol and the use of information technology systems
• Demonstrated accuracy in data entry, spelling, proofreading, and the correct use of grammar
• Demonstrated proficiency in the use of office and/or other management information software
• Collaborative disposition among co-workers and clients
• Pleasant and professional telephone etiquette

Note: This assignment may require a valid driver's license and access/availability of reliable of a reliable vehicle. Employees must meet all prerequisite and ongoing qualifications to be covered by the service center's insurance carrier.
FLSA Classification: Exempt
Reports To: Superintendent
Job Objectives:
Performs secretarial and clerical duties in the Office of the Superintendent. Serves as the Superintendent's personal administrative assistant.

Responsibilities and Essential Functions:

"The following duties are representative of performance expectations; however, the list below is not ranked in order of importance."

• Performs secretarial and clerical duties and routine tasks that facilitate effective and efficient operation of the Office of the Superintendent
• Uses judgment aligned to the agency purpose and goals and take the initiative to perform tasks independently
• Identifies and implements procedures that improve productivity
• Maintains a functional filing system that ensures the safe retention and efficient retrieval of office records in accordance with Ohio's records laws
• Upholds Board policies and follows administrative guidelines and procedures
• Promotes a favorable image of the service center
• Supports community/school partnerships that enhance the service center's operational effectiveness
• Respects personal privacy and maintain confidentiality of privileged information
• Answers the telephone, directs calls based on the nature of the inquiry, take/deliver messages, and manage calls efficiently to keep telephone lines open
• Maintains the Superintendent's calendar and schedules appointments as directed
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verify appointments. Directs visitors to the appropriate person or office
• Keeps current with program, policy, and procedure changes and inform staff about relevant issues as directed. Refer inquiries requiring policy interpretation to administrators
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
• Verifies the accuracy of database information as directed
• Composes and types routine correspondence, memos, notes, forms, etc.
• Collects, compiles, edits, and types statistical data and reports as directed
• Prepares the Governing Board's meeting agendas
• Uses photocopying, duplicating equipment, and computer printers to produce documents, and fix minor equipment malfunctions and contact appropriate staff to schedule repairs as needed
• Maintains office transaction records (e.g. receipts, expenditures, etc.)
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice)
• Types, duplicates, assembles and processes routine and special mailings
• Helps gather information and type grant/foundation proposals as directed
• Assists with committee assignments and/or special projects as directed
• Prepares purchase orders as directed, and maintain procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
• Monitors and reorders office supplies to maintain reliable service levels
• Maintains forms related to administrative guidelines/procedures and program functions
• Keeps files and supplies properly stored to maintain an orderly officePeriodically discards archived records as directed, following the records retention and disposal schedule adopted by the board
• Takes precautions to ensure staff/student safety, watching for behavior that may indicate a problem and working with staff to eliminate unacceptable behavior
• Reports evidence of suspected child abuse and neglect as required by law
• Keeps current with advances in office technology, and update office procedures as needed
• Cross-trains with other support staff as directed and offer assistance when needed
• Participates in staff meetings and professional growth opportunities as directed
• Coordinates and organizes service center meetings as directed including reserving space and working with any outside services (e.g., caterers)
• Accepts personal responsibility for decisions and conduct
• Maintains positive rapport with agency staff and serve as a positive role model for others
• Performs other specific job-related duties as directed by Superintendent or his/her designee.

"Job performance is evaluated according to the policy provisions adopted by the Governing Board of the Educational Service Center of Central Ohio."

Conduct:

Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the Agency.

Terms of Employment:

Each staff member shall serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values.
January 2024