Executive Administrative Assistant - Deputy Superintendent

Executive Administrative Assistant - Deputy Superintendent

Facilitate the efficient operation of the deputy superintendent's office and provide administrative and clerical related support to the deputy superintendent and any other assigned areas. Ensure their time, communication, and project oversight are handled with precision so the Deputy Superintendent can focus on systemic improvement. Serve as the backup to the Special Assistant to the Superintendent and Board of Trustees. Handle confidential information and engage in frequent contact will all levels of district employees, outside agencies, and the general public.

Education/Certification: High School Diploma or GED, college preferred

Advanced Secretarial and Computer Training

Special Knowledge/Skills: Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, short correspondence, and memos

Ability to make independent decisions regarding, planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to multi-task numerous complex administrative activities

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Familiarity with Texas School finance, TEA reporting preferred

Experience: Three or more years of advanced or executive-level support including extensive contact with people, preferably in a public education or governmental setting.

Facilitate interaction and workflow between departments and campuses in the district to promote high quality services to campuses.

Answer incoming calls and greet visitors.

Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to deputy superintendent or other administrators.

Maintain calendar and schedule appointments for the Deputy Superintendent.

Perform advanced office, secretarial, and clerical tasks including creating of and maintenance of filing systems and records retention.

Receive and direct incoming calls, take reliable messages, and route communications to appropriate staff.

Coordinate the preparation and maintenance of all spreadsheets, databases, correspondence, and other documents as needed by the Deputy Superintendent.

Prepare documents, materials, and presentations as assigned.

Collect pertinent data and organize it into usable form; prepares memoranda, reports, agendas, and other communication as directed.

Work with vendors to facilitate quotes, contracts, and documentation needed for materials or services purchased by the Superintendent's office.

Monitor and order supplies, materials, and equipment including technology, items for events, and submitting warranties for all department needs.

Plan and manage events by working with vendors to secure sites for venues, arrange catering, coordinate event logistics, and manage timelines and delivery of services.

Coordinate with other departments and campuses to facilitate event planning as assigned.

Maintain confidentiality of information, conversations, and records.

Promote positive departmental and community relations through cordial, effective communication.

Participate in staff development activities to improve job-related skills.

Prepare purchase orders, process payment authorizations, and maintain files and appropriate documentation for department expenditures for all fund sources assigned.

Receive, sort, and distribute mail and other documents to department staff.

Assist with implementation of special projects.

Serve as the backup to the Special Assistant to the Superintendent, including: organizing, preparing, and posting official board agenda and records for board meetings and distributing to board members and others as required; and recording minutes of executive staff and board meetings as required.

Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.

Comply with policies established by federal and state laws and regulations, and local board policy.

Answer incoming calls and greet visitors.

Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to deputy superintendent or other administrators.

Maintain confidentiality.

Follow district safety protocols and emergency procedures.

Perform all other duties as assigned.

Equipment Used: Macintosh and Dell computers, updated software, printer, scanner, calculator, copier, shredder, and fax machine

Working Conditions: 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