Executive Secretary Confidential (NBOE)

Executive Secretary/Confidential

The Superintendent invites qualified and interested persons to apply for the position of Executive Secretary/Confidential. Under the direction of the Superintendent, the Confidential Secretary completes a variety of secretarial and administrative tasks.

Qualifications:

• Bachelor's Degree
• Five (5) years of experience in the capacity of a secretary to an executive or administrative official in an urban public school district or comparable organization.
• Demonstrated professional competence and experience in maintaining confidentiality and handling sensitive information.
• Computer skills: Kronos, PeopleSoft, Google Applications, Microsoft Office, Adobe
• Proficient in social media communication and platforms.
• Possess exemplary interpersonal and written communication skills.
• Excellent organizational skills and attention to detail when completing assignments.
• Provide superior customer service with a sense of professionalism.
• Dictation and Typing skills.

Responsibilities:

• Prioritize and manage simultaneous tasks throughout the day as instructed by the Superintendent or designee.
• Handling confidential documents which may include typing correspondence and filing sensitive paperwork to be seen only by the Superintendent or staff he has approved.
• Prepares and drafts reports and proposed resolutions.
• Collects and analyzes data needed as a basis for administrative decisions.
• Creates and maintains the Superintendent's calendar.
• Directly supervises designated phase(s) of related work involved in maintaining financial and/or personnel records, preparing payrolls, making purchases, compiling needed statistical and other data, and checking and approving invoices/vouchers.
• Works with various stakeholders (internal & external) on behalf of the Superintendent's Office.
• Makes decisions requiring knowledge of the organization.
• Supervises, directly or indirectly, the establishment and maintenance of records/files.
• Utilizes various types of standard office equipment.
• Perform other duties and tasks assigned by supervisor.

Knowledge and abilities:

• Ability to multitask and prioritize tasks.
• Knowledge of office methods, practices, and equipment.
• Knowledge of how to perform complex software assignments.
• Knowledge of the internal organization and established policies/procedures/regulations relative to the work of the department or autonomous government agency.
• Knowledge of problems involved in the formulation of policies/procedures for the office and other administrative related operations, and the ability to recommend solutions.
• Knowledge of methods used in preparing and supervising preparation of statistical and other reports containing findings, conclusions, and recommendations.
• Knowledge of how to supervise the establishment and maintenance of electronic records/files.
• Knowledge of how to maintain a calendar and schedule appointments.
• Ability to comprehend established complex office and administrative routines, rules, and regulations of a relatively large organization.
• Ability to organize assigned work and develop effective work methods.
• Ability to work collaboratively with an office team and give assignments and instructions to individuals and groups.
• Ability to prepare and supervise preparation of reports.
• Ability to supervise the establishment and maintenance of records/files.
• Ability to learn to utilize various types of electronic recordings and information systems used by the agency, office, or related units.
• Ability to maintain confidentiality with respect to personnel records, correspondence, and/or investigations.

Reports To: Superintendent

Salary: $74,418 - $89,218 Employment Period: Twelve (12) Month Union Affiliation Non-Union