Executive Secretary - Public Information

Days per Year: 226

Min: $43,392

Mid: $51,456

JOB TITLE: Executive Secretary - Public Information
                                                           
REPORTS TO: General Counsel
 
WAGE: Non-exempt
 
PAYGRADE: Para 8

 
PRIMARY PURPOSE:
 

The Executive Secretary – Public Information assists with the management of the District’s responses to public information requests with support from the General Counsel.

All employees 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
• Experience with request management systems to manage requests and workflow
• Two years of experience in a professional setting

 Preferred:

• Bachelor’s degree
• Bilingual, excellent proficiency of written and oral skills in Spanish and English

SPECIAL KNOWLEDGE/SKILLS:

• Working knowledge of privacy-related matters such as health information, personal information and student information
• Strong organizational, communication, and interpersonal skills
• Ability to interpret policies
• Ability to reason and discern among competing rules or requests
• Ability to prioritize
• Strong ability to write and convey routine and complex information to a broad range of audiences
• Ability to maintain confidentiality of sensitive records and sensitive information
• Ability to demonstrate patience, flexibility and professionalism when interacting with students, staff, parents, visitors, and members of the community
• Ability to maintain emotional control under stress
• Ability work with frequent interruptions

MAJOR RESPONSIBILITIES AND DUTIES:

Support of Administrative, Fiscal, and/or Facilities Functions:

• Provide expedient and concise response to requests for information pursuant to the Public Information Act and other requests.
• Ensure that the District is in legal compliance with all Texas Public Information Act and Family Education Rights and Privacy Act (FERPA) requests.
• Coordinate compliance with court orders and subpoenas pertaining to District records.
• Maintain computerized and physical reports, records, and other required documents related to records requests.
• Review and redact documents produced in response to Texas Public Information Act, FERPA, and other record requests.
• Research and respond to public requests for information and records.
• Coordinate the appropriate billing for open records requests.
• Refine current systems, workflow and procedures.
• Work with the General Counsel on records requests that need an opinion from the Texas Attorney General’s Office.
• Keep District leaders aware of records requested.
• Research complex requests and provide related information to the General Counsel and District administrators.
• Develop and conduct on-going cross training sessions for assigned staff related to PIAs.
• Assist with the gathering of information, documents, reports and physical evidence from various departments and campuses as necessary to respond to records requests.
• Manage centralized email inbox for the school district.
• Provide support to the Office of General Counsel.
• Model high standards of professional integrity and maintain confidentiality of privileged information
• Compile, maintain, and file all reports, records, and other documents as required.

Professional Growth and Development:

• Participate in professional development that increases effectiveness and improves District performance.

School/Community Relations:

• Interface with governmental agencies, business and civic organizations, and the community to provide needed information and to promote the District’s initiatives.

Other Responsibilities:

• Maintain strict confidentiality; exercise sound judgment in handling or working with confidential data and situations.
• Comply with policies established by federal and state law, including but not limited to State Board of Education and local Board policy.
• Perform other job-related duties as assigned.

WORKING CONDITIONS:

The usual and customary methods of performing the job’s functions require the following physical demands:  physical mobility, standing, prolonged sitting, some lifting, carrying, pushing, and/or pulling.  This position will also require both traveling within the district and state wide. Mental demands: Ability to solve problems and deal with a variety of situations; ability to interpret a variety of data; ability to interpret the Texas Education Code and district board policy; ability to apply knowledge of current research and theory of instructional programs; ability to be effective in both oral and written communication; ability to maintain emotional control under stress.

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

Salary : $43,392 - $51,456