Executive Secretary II

Central Office Executive Secretary II

Supervisor: Deputy Superintendent(s) & Superintendent

Job Goals:

• To assist the Deputy Superintendent by performing efficient and effective office management, correspondence, problem solving, organizational and clerical tasks.
• To effectively and efficiently manage projects, schedules, and information to achieve the goals of the school system and to maximize student achievement.

Minimum Qualifications:

1. High school diploma.
2. Two (2) or more years of experience in a comparable position.
3. Ability to meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
4. Knowledge of general office procedures related to organization, filing, preparation of documents, computer software programs including spreadsheets, word processing, databases, presentation software, etc.
5. Possess and maintain a valid driver's license.
6. Proficiency in oral and written communication skills.
7. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
8. Ability to possess and maintain licensure as a Notary Public.
9. Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
10. Comprehensive knowledge of office management, office procedures, correspondence, scheduling, reporting, and business communication.
11. Knowledge of school system policies and procedures.
12. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.
13. Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.
14. Ability to be punctual and in regular attendance.
15. Ability and willingness to work after hours and attend evening meetings as needed.
16. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

1. Demonstrates support for the school system and its vision, goals and priorities.
2. Manages correspondence, calendars, reports, budgets, travel arrangements, reimbursements, and agendas for the Deputy Superintendent, Superintendent, and Board members.
3. Answers questions, and responds to requests from the schools and general public; refers requests as appropriate.
4. Notarizes documents as needed.
5. Performs duties and represents the system in a courteous, positive and professional manner.
6. Maintains the Board policy manual, official Board meeting minutes, and other school system records in compliance with established rules and procedures.
7. Prepares and submits information and/or recommendation for Board agenda as assigned.
8. Produces, records, to research, reports, notices, recommendations and materials needed for efficient office operations and responds as directed to correspondence.
9. Maintains filing systems of needed reports, correspondence, information, confidential records, records, schedules, and data as directed.
10. Obtains, gathers, organizes, and prepares for presentation pertinent data and information as needed.
11. Maintains schedules of appointments, meetings, conferences, deadlines, and tasks for the efficient operation of the Superintendent's office and responsibilities, Board members' responsibilities, and Board meetings and work sessions.
12. Communicates effectively and manages office communication processes as directed using telephones, voice mail, electronic mail, postal and/or delivery services, intra-campus delivery and other means as directed.
13. Orders and maintains needed office supplies.
14. Arranges for technical support, servicing, and effective operation of office technology and office machines.
15. Attends and participates in meetings as directed.
16. Takes and transcribes dictation as needed.
17. Maintains confidentiality regarding school/workplace matters in accordance with state and federal law.
18. Demonstrates initiative in identifying opportunities for improvement in areas of responsibility.
19. Responds to inquiries and requests in a timely and positive manner.
20. Maintains and submits required reports, records, and correspondence in a timely and accurate manner.
21. Properly cares for equipment and material resources of the school system.
22. Uses effective collaboration skills to work as a productive team member.
23. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local laws.
24. Reports absences and takes leave in accordance with Board policies and procedures.
25. Performs any other job-related duties as assigned by Supervisor(s).

Terms of Employment: As established by the Board and applicable state law.

Evaluation: Performance will be evaluated in accordance with the Board's policy on evaluation of personnel.

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities and the employee may be required to perform other related duties as assigned. The Jefferson County Board of Education reserves the right to amend the job description as needed.

Approved: March 24, 2016 Jefferson County School System Central Office Executive Secretary II