Days per Year: 226

Min: $47,460

Mid: $55,831

JOB DESCRIPTION

JOB TITLE: Executive Administrative Assistant

REPORTS TO: Chief of Police

WAGE: Nonexempt

PAYGRADE: Para 9

PRIMARY PURPOSE:

The Executive Administrative Assistant will assist the Chief of Police in the daily operation of the division as well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential executive administrative and secretarial support; analyzing requests and providing recommendation for action; communicating information on behalf of the Chief of Police to internal and external customers.

All employees of SISD are expected to act with integrity, support organizational goals, communicate in a clear and respectful manner, championing the needs of our students and drive continuous improvement.

QUALIFICATIONS:

 Required:

• High School Graduate or GED from an accredited institution

 Preferred:

• Bachelor’s Degree from an accredited college or university

• Five years of progressively responsible executive administrative and secretarial work experience, including at least two years providing support to senior and/or executive level public school administration or related experience.

 SPECIAL KNOWLEDGE/SKILLS:

• Ability to perform multiple technical tasks simultaneously
• Effective communication skills
• Operation of standard office equipment and current software applications
• Prepare and maintain accurate records
• Independently prioritize the needs of the Chief of Police and the division
• Coordinate, organize and monitor multiple projects of a complex nature
• Work under limited supervision
• Strong knowledge of District organization, operations, policies, and regulations
• Exemplary customer service skill

MAJOR RESPONSIBILITIES AND DUTIES:

• Uses initiative and independent judgment within established policies and procedural guidelines.

• Develops drafts and prepares final correspondence and reports by collecting and analyzing information and distributes as directed by the Chief of Police.
• Receives and screens communications to Chief of Police including telephone calls, mail and e-mail messages, using independent judgment to determine priority attention; researches and responds to communications as appropriate.
• Maintains Chief of Police professional schedule, and provides reminders as appropriate by scheduling meetings, conferences, teleconferences, and travel.
• Prepares Chief of Police for speaking engagements to include logistics, presentations, and program appearance.
• Responsible for travel arrangements for the Chief of Police at various meetings, conferences and maintaining records of travel.
• Builds and manages both electronic and paper filing systems, as well as taking steps to maintain state compliance with all applicable record-keeping requirements.
• Acts as liaison between Chief of Police and departments, campuses or the public, and represents and communicates issues and directives.

• Maintains attendance of those that report to the Chief of Police.

• Maintains professional and technical knowledge by attending appropriate workshops, reviewing professional publications, and establishing networks.
• Proofreads and edits.

• Other duties as assigned.

 DUTIES SPECIFIC TO DIVISION

• Development and monitoring of the budget of the Division.
• Prepares purchase requisitions, office supply orders and submit work orders.
• Prepares the payroll transmittal for Financial Services Department.
• Prepares Journal Vouchers as needed.

 WORKING/SPECIAL CONDITIONS:

The usual and customary methods of performing this job require the following:

ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Overtime is required as necessary.

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.