Executive Assistant I

Advanced Clerical Services

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Minimum Qualifications

Education/Certification

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidates must have a satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50.00) paid by the employee.

Knowledge/Skills

• Knowledge of the operations, functions, and scope of authority of the Police Department as related to administrative duties.
• Ability to make decisions consistent with the Educators' Code of Ethics, Texas Commission on Law Enforcement (TCOLE) standards, applicable laws, policies, procedures, and organizational expectations.
• Demonstrated experience supporting senior executives in a complex and fast-paced environment, preferably within a law enforcement, public safety, governmental, or similarly regulated organization.
• Ability to exercise discretion, sound judgment, confidentiality, and independent decision-making.
• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities
• Must be self-motivated, possess the ability to work under pressure, able to handle multiple tasks and work collaboratively

Experience

• Five (5) or more years of advanced administrative or executive assistant experience, including direct support to executive-level leadership.
• Prior experience within a law enforcement, public safety, or governmental organization is preferred.

Major Responsibilities and Duties

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule 247.1 Purpose and Scope; Definitions and Rule 247.2 Code of Ethics and Standard Practices for Texas Educators
• Demonstrated ability to handle highly sensitive, confidential, and legally protected information with a high degree of discretion and professionalism, including personnel matters, criminal justice information, executive communications, investigations, and other sensitive department matters.
• Serves as a trusted administrative partner to district and police leadership, anticipating needs, managing sensitive communications, and safeguarding organizational interests through sound judgment, professionalism, and integrity.
• Possesses exceptional judgment, discretion, and integrity, with the ability to manage confidential information, navigate complex situations, and provide trusted executive-level support within a law enforcement environment.

Clerical Support

The executive assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Assist with department budget preparation and maintain accurate records of expenditures.
• Prepare and process purchase orders and receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.
• Maintain inventory of equipment and supplies; order supplies and materials as needed.
• Prepare department communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
• Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
• Maintain department calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain records according to established procedures.
• Maintain general office files; save/store required documents per policy and administrative procedures.
• Establish and maintain recordkeeping procedures for the department.
• Monitor appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies, paychecks, travel checks, reimbursements, etc.)
• Maintain payroll information including attendance reporting, absence reports, etc.

Communication and Community Relations

The executive assistant promotes a positive tone for the department or community relations through activities such as the following:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator's calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.

Organization Improvement

The executive assistant promotes efforts to improve the department or organization through activities such as the following:

• Monitor workflow of the department and office staff.
• Assist students, teachers and parents as needed.
• Maintain and assist with operation of office machines as needed.
• Prepare materials for department distribution.

Qualities of an Effective Secretary

The executive assistant exhibits qualities such as the following:

• Daily attendance and punctuality at work are essential functions of the job.
• Participate in District staff development programs that improve job related skills.
• Keep informed of and comply with state, district, and school regulations, including daily attendance, punctuality and confidentiality.
• Use effective communication skills with students, parents and District personnel.
• Maintain confidentiality.

Supervisory Responsibilities

• None

Equipment:

• Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment applicable to position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Work irregular and extended work hours as needed; occasional district wide travel
• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Work with frequent interruptions/deadlines and maintain emotional control under stress.
• Standard office equipment including personal computer and peripherals
• Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Occasional light lifting and carrying (less than 15 pounds).

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.

Del Valle Independent School District