Executive Administrative Assistant

Administrative Assistant to Superintendent

Wage/Hour Status: Nonexempt

Reports to: Superintendent

Dept./School: Executive Office

Date Revised: 10/24/2016

Primary Purpose:

Ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Work under general supervision. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding, word processing, Excel, PowerPoint, and file maintenance skills

Knowledge of school district organization, operations, and administrative policies

Excellent organization, communication, and interpersonal skills

Experience:

Three years or more advanced secretarial experience preferred

Preferred Qualifications:

Bachelor's degree in English, journalism, communications, or related field

Excellent public relations, organization, communication, and interpersonal skills

Ability to communicate effectively in both written and oral forms with all levels of management, board members, and community members

Bilingual proficiency in English and Spanish

Previous experience as Executive Level Administrative Assistant

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare and post official board agenda and records.
2. Record minutes of executive staff and board meetings as required.
3. Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
4. Prepare all correspondence, memoranda, and reports for superintendent using personal computer.
5. Compile information and prepare reports as needed.
6. Distribute board materials to administrators, principals, and media.
7. Maintain Texas Education Directory (TED) information for Lake Worth ISD

Reception and Phones

1. Schedule appointments and maintain superintendent's calendar.
2. Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
3. Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.

Other

1. Organize and manage routine work activities of the executive office.
2. Maintain physical and computerized files, including board minutes and closed session records.
3. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
4. Maintain confidentiality of information.
5. Coordinate school board elections
6. Update & maintain policy changes, Regulations Resource Manual and Texas Education Directory
7. Maintain the district's master calendar
8. Order, pick-up and set up board member meals for scheduled board meetings

Supervisory Responsibilities:

None

Equipment Used:

Personal computer, printer, copier, and fax machine.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee Signature: Date:

All other duties as assigned