Executive Administrative Assistant to Curriculum & Instruction

Primary Purpose:

Under moderate supervision, organize and manage the routine work activities of the Curriculum and Instruction Department and provide clerical support to the Chief Academic Officer and other staff members. The position involves directing the work of clerical employees. Handles confidential information and 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:

Proficient skills in keyboarding, data entry, word processing, mail merging and file maintenance

Ability to use Microsoft Office Suite of programs and Adobe Acrobat

Knowledge of correct English usage, grammar, spelling, and punctuation

Ability to prioritize workflow to address the multiple needs of the supervisor or of the department

Ability to multi-task numerous complex administrative activities

Excellent customer service, organizational, communication and interpersonal skills

Minimum Experience:

Three or more years advanced secretarial experience with extensive contact with people

Prefer prior experience in executive office of public school district

Major Responsibilities and Duties:

1. Prepares correspondence, forms, reports, etc. for the department head and other department staff members as needed.
2. Compile pertinent data as needed when preparing various state and local grants and reports.
3. Maintain physical and electronic departmental files.
4. Performs routine bookkeeping tasks, including simple arithmetic operations for the department.
5. Receive, sort, and distribute mail and other documents to department staff.
6. Maintain accurate records of all purchases including balances of accounts, documentation of ordering, shipping and receiving dates, and inventory and warranty information.
7. Exhibit behavior that is professional, ethical and responsible.
8. Monitors and processes personnel time records including leave requests and reports; compiles information and submits to central office.
9. Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
10. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders.
11. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
12. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
13. At assigned times, performs duties of central office receptionist.
14. Run daily operations of the department and CAO’s schedule
15. Perform all other specified duties as assigned by the department head.

Supervisory Responsibilities:

None

Equipment Used:

Standard office equipment including personal computer and peripherals

Working Conditions:

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 districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.