Executive Assistant - School Leadership

Executive Assistant School Leadership

Reports to: Deputy Superintendent - Chief of Schools

Pay Grade: 706

Salary Range: minimum $51,624 - maximum $72,771

Duty Days: 239

FLSA Status: Non-Exempt

Position Purpose

Provides a full range of administrative, secretarial, and clerical support to the Division Chief; composes letters, memos, and board agenda items; prepares reports, work orders, and enters digital information which may include fiscal information or payroll. May coordinate and/or respond to open records requests. Delivers high level customer service over the phone and in person, while maintaining confidentiality.

Essential Job Functions

Records, Reports & Correspondence

• Composes letters, memos and board agenda items.
• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related division activities.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares and maintains forms and records including personnel and payroll information.
• Maintains office files in a systematic and confidential manner.
• Monitors and processes time records including leave requests and reports. Compiles information and submits to central office according to established procedures and deadlines.
• Compiles, maintains, and files all reports, records, and other documents as required. Maintains division records according to established procedures.
• Acts on open records requests by distributing to the appropriate department, following up on the request, and submitting to the legal department by due date.
  
  

Reception & Phones

• Provides high level customer service and maintains confidentiality when answering incoming calls from employees, community members, government officials, parents, administrators and others.
• Exercises active listening skills, attentive to details in order to address and diffuse difficult situations with the caller.
• Exercises good judgment in assessing when a call needs to be escalated to a higher level.
• Takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel.
• Schedules meetings and appointments and maintains calendar for Chief.
  
  

Accounting & Inventory

• Assists with division budget preparation and maintains accurate records of expenditures. Prepares and processes purchase orders and receives, stores, and issues supplies and equipment.
• Prepares and processes division payroll submissions in a timely manner; acts as liaison for the division with regard to division payroll issues.
• Maintains inventory of fixed assets, equipment, and supplies.
  
  

Other

• Assists with planning, preparation, and setup of staff meetings and division activities.
• Sorts, distributes, or delivers mail and other documents.
• Assists with setting up computer to connect with audio visual equipment for presentations.
  
  

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.
  
  

Supervisory Responsibilities

• Monitors the work of division secretaries and clerical aides.
  
  

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork. Responds and acts appropriately in confrontational situations.
  
  

Other Duties As Assigned

• Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.
  
  

Knowledge, Skills & Abilities

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of multicultural diversity issues in the work place.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of budget control methods, policies, and procedures.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in active listening; taking time to understand the points communicated, asking questions as appropriate, and not interrupting at inappropriate times.
• Skill in performing mathematical and statistical calculations with accuracy.
• Skill in working with initiatives that require collaboration with district and outside agencies and organizations.
• Skill in talking to others to convey information effectively.
• Skill in managing one's own time and the time of others.
• Skill in completing assignments accurately and with attention to detail.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, Excel, and Word.
• Ability to process and handle confidential information with discretion.
• Ability to handle difficult and stressful situations with professional composure.
• Ability to work under pressure and meet close deadlines.
• Ability to maintain records of materials, supplies, time, and work performed.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to plan, assign, and/or supervise the work of others.
• Ability to organize and coordinate work.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  
  

Travel Requirements

• Travels to school district buildings and professional meetings as required.
  
  

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used: Standard office equipment, including computer and peripherals
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
  
  

Minimum Required Qualifications

• Education: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.
• Certification/License: None.
• Experience: 5 years' office experience, preferably in a related field.
• Language: Bilingual working proficiency (English/Spanish) preferred in some settings.
  
  

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.