Executive Assistant to Chief Schools Officer

Primary Purpose:

Ensure the efficient operation of the Assistant Superintendent’s office. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

High School diploma or GED; successfully pass the Manor ISD Literacy Test.

Special Knowledge/Skills:

• Knowledge of evidence management procedures preferred.
• Effective communication and interpersonal skills.
• Ability to use personal computer and software to develop spreadsheets, databases, and word documents.
• Strong organizational, communication, and interpersonal skills.
• Knowledge of basic math.
• Knowledge of Board posting timelines and procedures.

Experience:

Three years of administrative associate experience, preferably in a public education environment.

Essential Job Functions:

• Greet visitors and respond to routine inquiries from staff and public.
• Maintain Assistant Superintendent’s calendar; schedule appointments.
• Set up and prep for meetings and events.
• Manage budget and keep accurate files of expenditures.
• Maintain physical and computerized files.
• Update policy manuals and other documents as assigned.
• Place orders, prepare check requests, and purchase orders.
• Originate contracts with vendors.
• Coordinate travel for staff; collaborate with the Travel department.
• Manage distribution and storage of materials and equipment.
• Receive, sort, distribute mail and other documents.
• Answer incoming calls, take reliable messages and route questions from public, outside agencies, board of trustees, and staff appropriately.
• Courteous and promotes positive behavior with proper phone etiquette and dealing directly with one-on-one contacts.
• Compile information into presentation format.
• Record minutes of meetings as required.
• Organize and manage routine work activities of the Assistant Superintendent’s office.
• Ensure work is correct, neat, and completed in a reasonable time, and meets required deadlines.
• Maintain office equipment and supplies.
• Report to work in a timely manner according to assigned schedule.
• Maintain confidentiality.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.

Professional Conduct:

• Maintain professional interactions with staff, parents, community, and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrate respect and courtesy to peers and visitors and assist fellow workers willingly.
• Avoid gossip or speaking badly about the district and district personnel.

Supervisory Responsibility:

None.

Equipment used:

Personal or laptop computer, printer, copier, shredder, calculator, telephone, electronic mobile devices, projector, and video display monitor.

Working Conditions:

Physical Demands/Mental Demands/Environmental Factors:

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Mental Demands:

• Maintain emotional control under stress.
• Work with frequent interruptions.

Physical Demands:

• Lifting (15-44 pounds).
• Carrying (15-44 pounds).
• Sitting.
• Standing.
• Bending/Stooping.
• Kneeling.
• Pushing/Pulling.
• Repetitive hand motions.
• Keyboarding/mouse.
• Speaking clearly.
• Hearing.

Environmental Factors:

Work inside/outside.