Executive Assistant, Communications (10154)

BASIC FUNCTION & RESPONSIBILITY: Work under minimum supervision to provide advanced clerical services to designated administrators. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• Knowledge of school district organization, operations, and administrative policies
• Ability to multi-task numerous complex administrative activities
• Highly proficient skills in keyboarding, word processing, and file maintenance
• Excellent interpersonal, organizational and communication skills
• Requires good mathematical skills
• Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Ability to initiate and complete projects and programs
• Ability to research, compile, analyze and report data clearly

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the designated administrators and various departments.
• Compile pertinent data as needed when preparing various state and local reports.
• Maintain physical and computerized files for the overall department.
• Assist in compiling, maintaining, and updating departmental policies and procedures.
• Serve as a liaison with department administration to help ensure a manageable work-flow.
• Maintain communication with select outside parties on behalf of the department, including suppliers, business contacts, shareholders, etc.
• Schedule appointments and maintain the various administrator’s calendar.
• Set up meetings including reserving the venue and preparing materials.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to various administrators.

Accounting:

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.
• Prepare purchase orders and payment authorizations.
• Assist with department budgetary matters; developing and maintaining.
• Creating spreadsheets and managing databases.
• Negotiating with vendors.

Other:

• Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.
• Receive, sort, and distribute mail and other documents to department staff.
• Receive, store, order, issue supplies and equipment for the department.
• Managing fax communications and office equipment.
• Managing traditional paper and /or electronic filing systems.
• Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
• Project a positive image to the school and community.

SUPERVISION EXERCISED: 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 including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional district wide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress