Secretary to Executive Director - Academics

SUMMARY Ensure the efficient operation of the administrative office and provide services to administrative personnel and other staff members. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public. ESSENTIAL DUTIES AND RESPONSIBILITIES Assist with the preparation of documents for meetings and training. Manage and maintain professional development on district professional development database, and update employee professional development data as needed. Organize and manage routine work activities for the office of academics. Prepare correspondence, forms, and reports for the office of academics. Maintain physical and computerized files. Utilize Google Workspace (Docs, Sheets, Slides, Forms, and Drive) to create, manage, and organize documents, spreadsheets, and department resources. Perform routine bookkeeping tasks, including simple arithmetic operations. Prepare requisitions, request for payments, and travel vouchers. Reconcile department budget on a monthly basis to ensure accuracy in posting. Assist with the preparation of the department budget. Answer incoming calls, take reliable messages, and route to appropriate staff. Maintain a schedule of appointments and make travel arrangements for staff. Coordinate department events and functions, including logistics, materials, and thoughtful setup to ensure a polished and inviting experience. Greet visitors and employees and respond to routine inquiries from staff and public; refer appropriate inquiries of problems to assigned administrator. Set up meetings, prepare needed materials, notify attendees and order/provide refreshments (includes duties as secretary of Advisory Task Force: attend meetings, take and transcribe minutes). Demonstrate initiative in resolving routine issues and supporting department needs with minimal supervision. Collaborate with administrative staff across departments to provide support and ensure continuity of operations as needed. Maintain a high level of professionalism, discretion and confidentiality in interactions and communications. Perform other duties as assigned. Leadership Qualities Models a Commitment to Excellence by embracing a shared vision for the campus, utilizing innovative approaches that align to the school vision, and influences others to achieve campus and district goals. Has the ability to Connect with All by building trust among peers, collaborates in a way that values varying perspectives, and communicates clearly with campus peers and administrators. Seeks opportunities to Invest in Growth by pursuing opportunities to learn, empowers teammates to grow and develop, and embraces reflective practices to encourage growth toward goal attainment. SUPERVISORY RESPONSIBILITIES None QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. There may be alternatives to the below qualifications as the Board for Trustees may find appropriate. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. EDUCATION and/or EXPERIENCE High school graduate or equivalent and three years of secretarial experience, preferably in a public education environment. LANGUAGE SKILLS Ability to read and interpret correspondence, procedures manuals and instructions. Ability to effectively respond to questions from administrators, faculty, parents, students and the community. Strong communications, public relations, and interpersonal skills. MATHEMATICAL SKILLS Ability to perform basic math and to calculate figures and amounts such as discounts, interest, commissions, and percentages. REASONING ABILITIES Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required of this job include close vision, peripheral vision, distance vision, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. #J-18808-Ljbffr