Executive Assistant *REPOST*

Administrative Assistant

8 hours per day, 260 days per year CLASSIFICATION: NONINST 05 ($30.85-$35.70 per hour) Apply online at wps.org by 4 PM of the closing date. INCOMPLETE APPLICATIONS & RESUMES RECEIVED IN LIEU OF APPLICATIONS WILL NOT BE CONSIDERED.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent, plus specialized courses in Microsoft Office applications. College degree desired.
• More than three years of experience in executive level assistance, office skills, and budget management.
• Minimum three years' experience developing professional presentations desired.
• School district experience desired.
• Excellent mathematical skills.
• Attention to detail.
• Must be highly organized to meet critical deadlines and prioritize work projects.
• Verbal and written communication skills.
• English language skills.
• Proof reading skills.
• Ability to work effectively with employees, staff, and the public.
• Personal computer and keyboarding skills.
• Customer service and public relations skills.
• Critical thinking and problem-solving skills.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to promote and follow Board of Education policies with building and department procedures.
• Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds.
• 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.
• Knowledge of school district record keeping software desired.
• Ability to work with office equipment including office machines, telephones, copy machines, etc.
• Operating knowledge of Adobe Acrobat, Canva, and/or other graphic design platforms.
• Experience working with diverse cultures and backgrounds desirable.

JOB RESPONSIBILITIES:

• Provide assistance and support by identifying and prioritizing incoming information, and delegating and/or directing issues to appropriate department or district personnel. Serves as the Operations Department's primary contact for administrative issues under the supervision of the Chief Operating Officer. Makes decisions and takes actions within agreed upon limits. Ensure all interactions and responses to requests are handled efficiently, timely and with professionalism.
• Perform administrative duties for the Operations Department including, but not limited to: handling phone calls; answering inquiries and following through on requests; solving non-routine problems; maintain calendars and filing systems; open and distribute mail; calendar and meeting scheduling; travel arrangements; etc.
• Design, proofread, and prepare executive-level correspondence, documents, special reports, flyers, presentations, surveys, etc. for the Chief Operating Officer as appropriate using current office productivity software. Gather/research information or articles and interpret data as needed.
• Coordinate and arrange all logistical aspects involved with planning meetings, conferences, symposiums, workshops, community engagements, and other special events for the Operations Office.
• Act as meeting secretary for Operations Department team meetings and other various committees as assigned. Prepare meeting agendas and materials and ensures accurate minutes are taken of all meetings.
• Prepare annual department budget requests, monitor budget expenses, and reconcile budget reports. Maintain and reconcile department purchasing card. Enter purchase orders and warehouse requisitions utilizing the district financial management system.
• File, track and maintain a database of all districtwide executed contracts, agreements, leases, MOUs, IGAs, etc.
• Issue, track and inventory building keys for all Educational Services Center employees, the Board of Education, and legal counsel as needed.
• Assist with processing and tracking background check forms and keys for various outside partner agencies; ensure outside partner agency annual contracts and/or building leases are renewed/executed, invoiced, and paid in a timely manner.
• Coordinate the entry of time and attendance for the department; prepare attendance reports; track absences and leave of absences. Have knowledge of the district's timekeeping software and district procedures.
• Maintain and govern content across various Operations Department websites, ensuring timely and accurate public-facing information.
• Responsible for all aspects of the district-wide facility use program, including but not limited to: maintaining all required forms, documents, processes and procedures.
• Manage and update the district's facility use and online payment websites.
• Respond to inquiries from prospective clients via phone, online or in person by checking schedules, finding appropriate facilities, answering questions, providing quotes, etc.
• Arrange site walk-throughs with WPS staff and the client.
• Process application paperwork, verify insurance requirements, issue facility use contracts and invoices, and communicate event information to all involved parties and internal departments.
• Track, collect, post, and reconcile revenue from customer contracts.
• Work with schools to obtain approval for outside customer and District events in their buildings.
• Respond to and resolve community/staff concerns and questions related to a variety of sensitive and critical issues concerning rental, treatment of customers, treatment of District property, and all matters pertaining to Board policy.
• Work with various District departments to ensure personnel coverage for events.
• Problem solve and troubleshoot accounting needs such as refunds and credits, collection on contracts and billing disputes.
• Performs other duties as assigned.

Westminster Public Schools is an Equal Opportunity Employer. District policy prohibits discrimination against any applicant on the basis of race, color, creed, religion, national origin, ancestry, sex, sexual orientation, gender identity, gender expression, genetic information, marital status, veteran status, age, or disability, or other legally protected characteristics. Westminster Public Schools is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities. To request reasonable accommodation or to address matters of discrimination, please contact the Chief of Staff, 6933 Raleigh Street, Westminster, CO 80030, phone: View phone number on click.appcast.io, email: View email address on click.appcast.io.