Executive Administrative Assistant, JTES

Executive Secretary

The primary purpose of the Executive Secretary is to perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe and nurturing environment which promotes positive welfare for children.

Reporting Relationships

Reports to the specific administrator they are assigned.

Essential Duties and Responsibilities

The list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the Building Administrator.

• Perform general office duties, including but not limited to telephone/email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records, and monthly reports
• Place, receive and screen telephone calls and record messages
• Use computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various forms
• Maintain the organization and the general record keeping of the office, including but not limited to annual calendar preparation, budgeting and inventories (supplies, books, etc.)
• Participate in District activities as per supervisor request
• Renew skills to meet those required by increased use of technology and/or the initiating of new policies, procedures, and practices
• Maintain confidentiality with all District information, including District and school population information
• Assist building population (students, parents, staff, and administrators) with building request and assigned tasks
• Handle inquiries/concerns from staff members or parents requesting appointments. Interact and listen to legitimate concerns and make appropriate referrals
• Maintain budget and accounts
• Maintain files for the Administrator ensuring that materials are properly marked and accessible for immediate use
• Maintain a schedule of appointments and make arrangements for conferences and interviews
• Use a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or other data
• Maintain calendar of appointments for the administrator, ensuring the administrator is apprised of all appointments and changes as well as matters requiring immediate attention
• Arrange appointments and meetings, and prepare materials for them
• Perform responsible clerical work in the maintenance of complex and confidential records and files, both manually and by use of the computer
• Open, sort, and screen incoming mail and answer routine correspondence; routes remainder to appropriate party
• Performs other duties as assigned by Supervisor or designee

Education/Experience Requirements

• High school diploma required
• Post-high school professional training preferred
• Experience as a secretary or in similar position preferred
• Requires experience and skills with appropriate technologies (word processing, spreadsheet, presentation and webpage software, email, Internet as a reference/research tool)

Cognitive/Communication Abilities

• Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, parents, students, support staff, co-workers and outside professional contacts
• Possess effective communication, judgmental, planning and human relation skills
• Ability to manage work responsibilities and challenges in a fair, firm and equitable manner
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems
• Ability to work on multiple tasks and prioritize appropriately
• Ability to maintain efficient flow of work schedule and responsibilities
• Strong interpersonal, organizational and communication skills
• Maturity and ability to deal harmoniously with all types of people
• Demonstrate ability to work under deadlines and to prioritize tasks
• Attend work related meetings
• Use of discretion in handling of confidential information
• Meet deadlines, stay organized
• Concentrate on tasks

Physical Demands

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed above represent minimum levels of educational achievement, training, skill and/or ability necessary. As required under the Americans with Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain stamina during the workday
• Use hands to finger, handle or feel objects, tools or controls, and to talk and hear
• Have specific vision abilities; to include close vision and the ability to adjust focus
• Need to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer.
• Usual lifting activity: Light, lifting up to 20 lbs. maximum and carrying objects up to 10 lbs.
• Requires occasional bending, pushing, and reaching (these activities are an essential part of the job at random intervals)
• Requires frequent standing, and walking (these activities are a usual and customary part of the job.)
• Requires constant hearing, seeing, and speaking (these activities are continually occurring as part of the job)

Other Requirements

• Current Act 34, Act 114 and Act 151 clearances
• School Health Form (including physical and TB test)
• PDE Form 6004 and Act 168 disclosure forms