Executive Assistant

Superintendent Office Assistant

Facilitates the efficient operation of the Superintendent's office and provides support services to the Superintendent. Handles confidential information and has frequent contact with all levels of district employees, parents, citizens, visiting business people and dignitaries. Organizes office projects and processes, manages day-to-day office operations. Keeps Superintendent informed of deadlines and pending items and assembles background material for Superintendent. Screens telephone calls and drop-in visitors, personally handles many inquiries, including substantive questions requiring research or technical knowledge. Maintains the Superintendent's calendar, schedules appointments and meetings. Reviews all outgoing correspondence requiring the Superintendent's signature before submitting for signature; types a variety of correspondence and reports. Reviews incoming mail for action or for eyes of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the superintendent's calendar and future attention. Handles arrangements for Superintendent's travel. Coordinates and follows-up on School Board decisions and requests and administration action items. Composes routine correspondence; compiles data for questionnaires; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action. Organizes and maintains filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments. Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budget requests for the Office of the Superintendent. Other duties as may be assigned.

High School diploma or GED required; Associates degree preferred. At least five years of prior experience in an administration office of a public school district or experience as an executive secretary. Thorough knowledge of the local, state and federal regulations which govern school division operations and the ability to apply knowledge to secretarial support level decisions. Must possess exceptional organizational, human relations and communication skills. Ability to effectively and efficiently manage clerical and administrative support activities of a large school division. Ability to interact with all people in a tactful, courteous and diplomatic manner. Ability to follow complex oral and written instructions. Ability to work well under pressure with constant deadlines and frequent interruptions. Ability to use a variety of word processing, spread sheet, database, graphics and presentation software to prepare correspondence and memorandums, financial and presentation materials.