Executive Assistant IV - Chief of Human Resources

Job Overview The Executive Assistant IV will perform highly responsible secretarial and confidential administrative work with a view towards conserving the time of their executive leader. This incumbent requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, county, school) on frequently sensitive, confidential and controversial matters. Position Description Essential Duties and Responsibilities Keep executive leader informed of deadlines and pending items as well as maintaining the executive leader’s day and night calendars, and schedule certain appointments and conferences without prior clearance Organize projects and oversee the development and dissemination of program materials, special mailings, manuals and training materials Manage daily office operations such as organizing and maintaining filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines Make necessary arrangements for meetings and conferences, including space, time and participants and prepare responses to general requests and routine letters on varied matters for the executive leader’s signature Prepare and attend meetings, hearings and conferences to take official minutes Handle a high volume of contact via telephone, email and in person Screen telephone callers and drop-in visitors, handle inquires including substantive questions requiring research or technical knowledge or tactfully referring those which can be handled by other offices Compose routine correspondence and other communications and compile data for questionnaires Maintain control records on incoming correspondence and action documents and follow up on pending actions to ensure timely response or completion of task Verify accuracy of documents submitted Prepare requisitions, vouchers, budget forms and other payroll and financial data Maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts Prepare and maintain department budget Tabulate and prepare reports of financial and statistical data Gather and compile data for inclusion in the yearly budget; prepare budget requests for the executive leader, if applicable Oversee subordinate clerical/ secretarial staff, if applicable; serve as back-up for other clerks/ secretaries assigned to the office Supervisory Responsibilities None Qualification Requirements To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions. High School diploma or GED Associate's degree preferred Minimum of 3 years of clerical experience Effective communication, interpersonal and organizational skills Strong skills in Microsoft Office including spreadsheets and database software programs and rapid data entry keyboarding functions Thorough knowledge of business office procedures, practices, equipment and terminology Ability to maintain a high level of confidentiality concerning district, personnel, customer and vendor information Ability to interact with top level officials and all staff with sensitivity, courtesy and diplomacy Experience working with PeopleSoft preferred Physical Requirements/Working Conditions The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms. The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress. Additional Information Some assignments involve contact with irate parents, taxpayers, the public or otherwise emotional staff and with frequent interruptions. The incumbent must be able to handle stressful situations as necessary. Some assignments are subject to completion within strict time lines and involve the potential stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels and high volume work flow. Employee may be required to travel to other work locations. This incumbent also requires considerable judgment and tact in handling the many diverse problems that occur; improper actions might have serious public relations implications or impair the operations of the executive leader’s office. This position might offer flexible work options, the incumbent might have the option to work some days in the office and some days remotely from their home at the discretion of their leader. 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