GENERAL DEFINITION OF WORK:

 

Under the supervision of the Chief of Schools,the Executive Administrative Assistant - Chief of Schools will assist in the daily operations of the school division.

 

 

ESSENTIAL FUNCTIONS:

• Plan, initiate, and manage the administrative practices and procedures of the assigned administrator’s office
• Respond to inquiries from school staffs, central offices, parents, and outside organizations regarding programs; answer inquiries within areas of authority and refers other calls to appropriate staff; as situations warrant, explain procedures and requirements to callers in order to resolve matters or to facilitate action
• Screen electronic correspondence, telephone calls and visitors, answering questions and completing business involving established policy or routine matters
• Review correspondence for the assigned administrator, replying to those items not requiring supervisor's attention and routing matters requiring action by department or school administrators, as appropriate
• Manage, update, and input department information related to agenda items including policies, documents, and presentations in public portal (BoardDocs©)
• Maintain control records on incoming correspondence and action documents and follow up on work in progress to ensure timely response or action
• Assist the Chief Human of Schools with scheduling and managing appointments
• Create agendas for and take official minutes at conferences and meetings
• Research and develop material for use in the assigned administrator’s official engagements

• Produce correspondence, reports, charts, presentations, and other complex documents, formatting documents according to established guides or as determined appropriate; correct grammar and spelling; print documents and arrange for mailing or distribution as necessary; maintain reference files/materials and other office records; prepare office forms and documents such as purchase orders, vouchers, requisitions, personnel actions, and time and attendance reports, and send to appropriate units for response; maintain logs of such actions and follow up as necessary
• Produce materials using information management software to enter, edit, print, and file information
• Interface with the Leadership Team, the School Board, school personnel, state/county/local government officials, vendors, and the public
• May perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reports
• Participate in arranging events, conferences, meetings, and other activities; assemble information, prepare informational materials, locate and organize for necessary space and services; maintain related expense activity files and records; make travel arrangements, including hotel and travel reservations; prepare itineraries; process expense reimbursements
• Perform other duties as assigned

 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or interest in issues affecting education
• Knowledge of the functions of the school division, its operating procedures, and regulations
• Strong analytical and organizational skills
• Thorough knowledge of standards and high level office practices and procedures, equipment, and techniques
• Thorough knowledge of business English, spelling, grammar, and punctuation
• Expertise in using word processing, spreadsheets, and other computer applications
• Ability to interpret and apply policies and procedures
• Ability to make difficult mathematical calculations and to set up complex forms and statistical tables
• Ability to exercise independent judgment, tact, and initiative
• Excellent human relations skills and ability to establish and maintain successful cooperative working relationships with school-based and central office staffs, as well as with clients outside of the organization
• Ability to communicate effectively, both orally and in writing
• Ability to meet the public effectively

 

EDUCATION AND EXPERIENCE

• Any combination of education and experience equivalent to graduation from high school and office assistance.  Associate’s degree or higher preferred.