Executive Secretary, Educational Leadership

Advanced Clerical Services

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities

Experience:

• 3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Clerical Support

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator's calendar.
3. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed (assist in preparing and serving refreshments as needed).
4. Make travel arrangements including making hotel reservations and turning in conference registration forms.

Reception and Phones

1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.

Policy, Reports, and Correspondence

1. Compile pertinent data used to prepare various required state and local reports.
2. Prepare purchase orders and payment authorizations as directed.
3. Compile, maintain, and file all reports, records, and other documents as required.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.
3. Monitor and process personnel time records including leave requests and reports and submit them in accordance with district procedures.

Other

1. Serve as the department communications member to update department calendars, webpages, and social media sites with current notices as directed by the district communications specialist and executive supervisor.
2. Comply with policies established by federal and state laws and regulations, and local board policy.
3. Maintain confidentiality.
4. Follow district safety protocols and emergency procedures.
5. Must be present regularly in person.

Supervisory Responsibilities

1. None.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Prolonged standing: frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; 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

Mental Demands: Work with frequent interruptions; maintain emotional control under stress