Executive Administrative Assistant

Executive Secretary

The primary purpose of the Executive Secretary is to perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe and nurturing environment which promotes positive welfare for children.

Reports to Fort Washington Elementary School Principal

Essential Duties And Responsibilities

• Perform general office duties, including but not limited to telephone/email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records, and monthly reports
• Place, receive and screen telephone calls and record messages
• Use computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various forms
• Maintain the organization and the general record keeping of the office, including but not limited to annual calendar preparation, budgeting and inventories (supplies, books, etc.)
• Participate in District activities as per supervisor request
• Renew skills to meet those required by increased use of technology and/or the initiating of new policies, procedures, and practices
• Maintain confidentiality with all District information, including District and school population information
• Assist building population (students, parents, staff, and administrators) with building request and assigned tasks
• Handle inquiries/concerns from staff members or parents requesting appointments. Interact and listen to legitimate concerns and make appropriate referrals
• Maintain budget and accounts
• Maintain files for the Administrator ensuring that materials are properly marked and accessible for immediate use
• Maintain a schedule of appointments and make arrangements for conferences and interviews
• Use a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or other data
• Maintain calendar of appointments for the administrator, ensuring the administrator is apprised of all appointments and changes as well as matters requiring immediate attention
• Arrange appointments and meetings, and prepare materials for them
• Perform responsible clerical work in the maintenance of complex and confidential records and files, both manually and by use of the computer
• Open, sort, and screen incoming mail and answer routine correspondence; routes remainder to appropriate party
• Performs other duties as assigned by Supervisor or designee

Education/Experience Requirements

• High school diploma required
• Post-high school professional training preferred
• Experience as a secretary or in similar position preferred
• Requires experience and skills with appropriate technologies (word processing, spreadsheet, presentation and webpage software, email, Internet as a reference/research tool)

Cognitive/Communication Abilities

• Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, parents, students, support staff, co-workers and outside professional contacts
• Possess effective communication, judgmental, planning and human relation skills
• Ability to manage work responsibilities and challenges in a fair, firm and equitable manner
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems
• Ability to work on multiple tasks and prioritize appropriately
• Ability to maintain efficient flow of work schedule and responsibilities
• Strong interpersonal, organizational and communication skills
• Maturity and ability to deal harmoniously with all types of people
• Demonstrate ability to work under deadlines and to prioritize tasks
• Attend work related meetings
• Use of discretion in handling of confidential information
• Meet deadlines, stay organized
• Concentrate on tasks

Physical Demands

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed above represent minimum levels of educational achievement, training, skill and/or ability necessary. As required under the Americans with Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain stamina during the workday
• Use hands to finger, handle or feel objects, tools or controls, and to talk and hear
• Have specific vision abilities; to include close vision and the ability to adjust focus
• Need to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer.
• Usual lifting activity: Light, lifting up to 20 lbs. maximum and carrying objects up to 10 lbs.
• Requires occasional bending, pushing, and reaching (these activities are an essential part of the job at random intervals)
• Requires frequent standing, and walking (these activities are a usual and customary part of the job.)
• Requires constant hearing, seeing, and speaking (these activities are continually occurring as part of the job)

Other Requirements

• Current Act 34, Act 114 and Act 151 clearances
• School Health Form (including physical and TB test)
• PDE Form 6004 and Act 168 disclosure forms