Executive Assistant to the Superintendent

GENERAL DESCRIPTION OF DUTIES

Under executive direction, the purpose of the position is to provide moderately complex and specialized administrative support to the assigned Superintendent. Employees in this classification function at an expert level are accountable for the accuracy of both routine and non-routine administrative support duties performed as dictated by the nature of the department. Position may be assigned a broad array of specialized administrative support functions, or employees may be given a more specific assignment wherein incumbents receive initial instruction in departmental functions. Performs related work as directed.

SPECIFIC DUTIES AND RESPONSIBILITIES

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Generates moderately complex and specialized correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; develops and generates material for executive's public speaking engagements and official correspondence.
• When directed by the Superintendent, attend meetings, conferences, and briefings to document subject matter concerning amendments and developments impacting the Superintendent; take and transcribe minutes from dictating equipment.
• Maintains the Superintendent’s day and night calendars, and schedules certain appointments and conferences, makes necessary arrangements for meetings or conferences, including space, time, and participants.
• Performs a variety of complex and specialized administrative support functions, e.g., analyzing data, typing, report processing, and documentation verification.
• Compiles, prepares, and may be responsible for distributing various special reports, notices, and other relevant materials appropriate to the assigned unit.
• Receives telephone inquiries and concerns, ascertaining the nature of the call, and directing it to the appropriate individual or department.
• Performs a variety of critical record-keeping duties and manages department record-keeping and filing systems of relevant materials appropriate to the assigned unit, i.e., departmental files and personnel records.
• Receives and analyzes various reports, plans, and applications for the purpose of verifying accuracy, and ensures necessary copies of pertinent documents are made, filed, and distributed appropriately.
• Receives and records all reports requested by the Superintendent; notifies the responsible parties and the Superintendent when reports are not in by the deadline.
• Completes and processes various forms required of assigned department.
• Coordinates logistics and travel arrangements for conferences, meetings, and seminars for the Superintendent, e.g., location reservations, time, and directions; assembly subject matter; travel reservations.
Performs related duties as assigned.

Knowledge / Skills / Abilities

• Ability to understand and follow written and oral instructions.
• Skill in business English, e.g., correspondence formats, spelling, punctuation and grammar; knowledge of basic math.
• Skill in complex correspondence, summaries and reports in a clear and concise manner; skill in transcribing dictation using notes or dictating equipment; skill in typing.
• Skill in planning, organizing, and coordinating schedules, meetings and travel arrangements.
• Ability to clearly communicate information both verbally and in writing.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines; ability to access, operate and maintain various software applications.
• Skill in reading, updating and maintaining various records and files.
• Skill in establishing and maintaining effective working relations with all levels of management and the general public.
• Ability to work independently to carry out assignments to completion.
• Ability to perform duties with a professional and cooperative work ethic; ability to maintain confidentiality.
• Ability to climb, reach, bend, stoop, kneel, sit and stand for long periods of time; walk; lift up to 20 pounds.
• Skill acting as a liaison; skill in the principles and techniques of customer service skills.
• Skill in typing 45 WPM.
Thorough knowledge of basic school district work policies and guidelines; knowledge of departmental practices and procedures.

Education / Certifications / Experience

Associate’s Degree; supplemented by up four (4) to five (5) years progressively responsible experience and/or training in administrative/secretarial support functions, to include two (2) to three (3) years within a senior clerical/secretarial support capacity; or an equivalent combination of education, training, and experience.

Why Join Franklin City Public Schools

Franklin City Public Schools is committed to supporting students through high-quality instruction and specialized services. Our Speech-Language Pathologists work as valued members of multidisciplinary teams dedicated to improving student outcomes and communication development.

Franklin City Schools is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin City Schools will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.