Secretary - Executive Director of Communications

JOB DESCRIPTION DAYS: 226 SALARY MIN: $38,890 JOB TITLE : Secretary - Executive Director of Communications REPORTS TO: Executive Director of Communications WAGE/HOUR STATUS : Non-Exempt PAY GRADE: Para 7 PRIMARY PURPOSE: The secretary to the Executive Director of Communications will organize and manage the work activities of the communications department as designated by the executive director. This includes providing clerical support to the executive director of communications; communicating information to staff, the public, and other districts while ensuring compliance with financial, legal and other district requirements; and providing additional assistance and/or direction as may be requested. Spring ISD employees are expected to act with integrity, support and demonstrate our core values, communicate in a clear and respectful manner and seek to continuously improve self-performance and processes. QUALIFICATIONS: Required: High School Diploma or GED from an accredited institution Five years secretarial experience Preferred: 60 College Hours Experience with senior and/or executive level leaders in public school administration or a related field. SPECIAL KNOWLEDGE/SKILLS: Effective communication and interpersonal skills Advanced computer skills in word processing, spreadsheet, graphics, and data entry Excellent written and oral communication skills Advanced organizational skills in planning, goal setting, prioritizing Ability to manage multiple tasks Adaptable to change and advancing computer programs Ability to work independently MAJOR RESPONSIBLITIES AND DUTIES: Uses initiative and independent judgment within established policies and procedural guidelines Receives and screens communications including telephone calls, email, and mail, using independent judgment to determine prioritization of attention and responds to communications as appropriate. Effective communication and interpersonal skills with ability to help resolve and direct problem situations to appropriate administrators and/or staff members, parents and community. Maintains the administrator's schedule while keeping them reminded or informed of ongoing schedule changes, having pertinent materials/data readily available for each appointment. Organize and develop meetings and agendas for the department which includes: reserving meeting rooms, ordering meals, assembling, preparing and distributing agendas and minutes, and any follow up. Develop and monitor budgets for division as well as maintains attendance for employees in the department. Prepare purchase requisitions, travel reservations /reimbursement, expense payment, order and review contract renewal for office equipment, software and maintain office supplies needed for division projects and events. Maintain inventory of office supplies for the purpose of ensuring availability of required items. Serve as back-up for other department secretaries including secretary- Family and Community Engagement and the Communications Specialist. Research information for news stories and prepare simple news items. Manage district calendar including inputting district activities, campus events, and athletic schedules to ensure calendar is accurate. Provide assistance with the management of the district's automated message system by keeping an updated user database and removing bad phone numbers, updating user listsand scheduling training and access for campus-based staff. Proofread publications, fact-check articles and take photographs as requested. Perform all other duties as required. WORKING CONDITIONS: This position requires a person that is able to maintain emotional control under stress. The usual and customary methods of performing this job require the following: ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Overtime is required as necessary. Duties performed require considerable initiative and tact. The position requires leadership qualities such as: adaptability, flexibility, dependability and accountability. Maintain confidential information and frequent contact with all levels within and outside of the district. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.