Executive Assistant I

Executive Assistant

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.

Education/Certification

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

Knowledge/Skills

• Bilingual preferred
• 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

• Three years of work-related experience and general knowledge of routine office procedures to include customer service, telephone etiquette, efficient and effective filing, and bookkeeping procedures.

Major Responsibilities and Duties

Professionalism

The Educators' Code of Ethics is set forth in the 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
• Rule 247.2 Code of Ethics and Standard Practices for Texas Educators

Organization Management

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.
• Prepare instructional materials as requested.
• Monitor and process time records including leave requests and reports. Compile information and submit to the 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 Students Services Office 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

• Frequent exposure to: hot and cold temperatures (work inside and outside), humidity extremes, noise, low or intense illumination, vibration, biological hazards, working on uneven surfaces, working alone, working prolonged or irregular hours.
• Work irregular and extended work hours
• Work with frequent interruptions/deadlines and maintain emotional control under stress.
• Frequent standing, stooping, bending, kneeling, pushing and pulling, repetitive hand motions, hearing, speaking clearly, visual acuity and prolonged data input, and occasional heavy lifting of students.
• Biological exposure to bacteria and communicable diseases.
• Must be able to lift at least 50 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.