EXECUTIVE ASST

Administrative Support Position

Under general supervision, the purpose of the position is to perform district-based duties associated with providing administrative support to senior-level management. Employees in this classification function in an office administration capacity and perform a variety of including customer service, general office support, including but not limited to complex technical word processing, report preparation, and creation of PowerPoint presentations. This position also serves as a lead to other clerical/secretarial staff. Performs related work as directed.

Examples of essential functions responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light. Coordinates and prioritizes work plans with senior management; schedules daily, weekly, monthly meetings and appointments, adjusts work plans to meet unscheduled events. Initiates critical thinking in problem solving and decision making, as necessary and exercises good judgment in resolving customer service issues. Serves as office lead to clerical/secretarial staff through the establishing and implementing of office procedures; conducting meetings with support staff and coordinating staff schedules to ensure office coverage. Answers the telephone and screens calls; responds to emergency calls from departments/community; takes/relays messages or directs calls to appropriate personnel. Prepares various forms and documentation upon request; may include researching data for the administrator through the Internet or other resources. Maintains a filing system for records, reports and other documents. Maintains, files, prepares, and transcribes correspondence, obtains appropriate signature where necessary. Maintains departmental budgets including but not limited to preparation, analysis and research as needed. Maintains property inventory records; assists in the selection of new equipment and furniture; coordinates equipment maintenance and files contracts. Maintains office supplies inventory records; orders office supplies as necessary. Sorts and distributes incoming mail; prepares outgoing mail with necessary postage; sends and receives e-mail, may respond, as needed, on behalf of the administrator. Attends meetings and takes minutes; transcribes and disseminates minutes to executive staff; prepares agenda for staff meetings. Completes inquiry forms; analyzes, resolves, and distributes for resolution; prepares various forms and documentation upon request. Processes payroll and purchase orders for department using a mainframe for human resource, payroll, or other applications. Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs. Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, copy machine, or fax. Ensures all outgoing and incoming communications are accurate, timely and appropriately distributed. Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position. Responsible for timely and accurate information they maintain as part of their job responsibilities.

Marginal functions while the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. Performs related duties as directed.

Minimum training and experience associate's degree with course work emphasis in secretarial science; supplemented by minimum five (5) years previous experience and/or training that includes bookkeeping, secretarial, and customer service; or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Performance aptitudes data utilization: requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. Human interaction: requires the ability to apply principles of persuasion and/or influence. Equipment, machinery, tools, and materials utilization: requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal aptitude: requires the ability to utilize a wide variety of reference and descriptive data and information. Mathematical aptitude: requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs. Functional reasoning: requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Situational reasoning: requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria. ADA compliance physical ability: tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory requirements some tasks require visual perception and discrimination. Some tasks require oral communications ability. Environmental factors tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances. Working conditions are safe with possible exposure to marked levels of discomfort.