Executive Assistant

Job Summary:  

The Executive Assistant provides general administrative support to the Superintendent of Schools and the Assistant Superintendent of Curriculum, Instruction & Assessment (CIA) and the programs they manage, while overseeing the efficient and team-oriented operation of the office.  

Essential Functions:  

• Assembles, inputs, and disseminates data utilizing a variety of mediums (database, spreadsheet, word processing, web-base, paper and other systems) to support the work of the Superintendent and Director of CIA
• Provide administrative support for a variety of activities including In-service and Professional Development; New Teacher Orientation and Opening Day
• Manages essential processes within the office, implementing organized and efficient practices throughout
• Maintains files, in conjunction with the Human Resource office, for all district personnel, contracted service providers, and volunteers regarding Background Checks
• Greets visitors, and responds to or directs telephone, email, and social media inquiries
• Schedules and arranges appointments and meetings for the Superintendent and Director of CIA
• Prepares School Board agenda with input from Board Chair and Superintendent; assembles board packet materials and distributes and posts as appropriate; attends, records and prepares minutes for all Board meetings in a timely fashion
• Administers the inventory and ordering of office supplies 
• Prepares a variety of reports for local, state and federal compliance within the timeframe required 
• Assist with Homeless paperwork and coordinate transportation as needed; reconcile and submit mileage reimbursement as needed
• Prepares and distributes all administrator, teacher and athletic coach contracts and stipend agreements
• Maintain records of all educator licenses and apply for provisional or emergency licenses for new educators as necessary
• Maintains, Edits and posts onto the District website, District calendar, electronic sign and social media as needed
• Prepares mailings as needed
• Processes purchase orders and manages the budget for the Superintendent, Director of CIA and the Board 
• Assist in arranging conference and meeting registrations, travel arrangements and follow up documents
• Responds to inquiries from parents, teachers and community at large, with knowledge of general policies and procedures and awareness of the need for confidentiality of student and staff information.
• Support the recruiting and hiring process of new staff (administrators, teachers and coaches) including all staff background checks 
• Performs other duties as assigned

Qualifications:  

• High School diploma or equivalent 
• Minimum of 5 years’ experience in administrative support with executive office experience preferred

Required Knowledge, Skills and Abilities: 

• Ability to maintain confidentiality in all aspects of the job in accordance with federal, state, and Springfield School District requirements 

• Strong work ethic with ability to stay on task
• Strong customer service and public relations skills
• Critical thinking and problem solving skills
• Time management, organizational, prioritization, and problem-recognition skills
• Basic mathematics skills
• Ability to manage multiple tasks with frequent interruptions
• Ability to manage multiple priorities
• Ability to diffuse and manage volatile and stressful situations
• Ability to communicate effectively, both orally and in writing. Skilled communicator in multiple media
• Interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds

• Ability to understand both written and oral instructions

• Ability to make independent judgments
• Ability to promote and follow Board of Education policies, District policies, and building and department procedures
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator

Tools/Technology Requirements:  

• Operating knowledge of and experience with personal computers and peripherals.
• Operating knowledge of and experience with word processing, spreadsheet, presentation and database software, such as Google Suite.  Microsoft Word, Excel, and PowerPoint as well ase-mail system, calendar/appointment management system, and the Internet.
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, scanner, printer, postage meter and fax machine.

Physical and Mental Demands:  

• Prolonged periods of sitting (up to 75% of the time) 
• Requires occasional moving of equipment, materials, and supplies weighing up to 50 pounds.
• Frequent and prolonged keyboarding/writing
• Frequent and prolonged talking/hearing conversations
• Some bending and twisting to access file cabinets, office machinery and supplies 
• Perform physical requirements with a moderate degree of physical and emotional stamina
• Frequent requirement to remain calm in stressful situations

Salary : $73,357 - $89,262