Executive Administrative Assistant - Chief of Schools

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 officeRespond 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 actionScreen electronic correspondence, telephone calls and visitors, answering questions and completing business involving established policy or routine mattersReview 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 appropriateManage, 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 actionAssist the Chief Human of Schools with scheduling and managing appointmentsCreate agendas for and take official minutes at conferences and meetingsResearch and develop material for use in the assigned administrator's official engagementsProduce 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 necessaryProduce materials using information management software to enter, edit, print, and file informationInterface with the Leadership Team, the School Board, school personnel, state/county/local government officials, vendors, and the publicMay perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reportsParticipate 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 reimbursementsPerform other duties as assignedKNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of or interest in issues affecting educationKnowledge of the functions of the school division, its operating procedures, and regulationsStrong analytical and organizational skillsThorough knowledge of standards and high level office practices and procedures, equipment, and techniquesThorough knowledge of business English, spelling, grammar, and punctuationExpertise in using word processing, spreadsheets, and other computer applicationsAbility to interpret and apply policies and proceduresAbility to make difficult mathematical calculations and to set up complex forms and statistical tablesAbility to exercise independent judgment, tact, and initiativeExcellent 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 organizationAbility to communicate effectively, both orally and in writingAbility to meet the public effectivelyEDUCATION AND EXPERIENCE

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