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Executive Assistant II

3 weeks ago

Rockford, United States RPS 205 Full time

ROCKFORD PUBLIC SCHOOL DISTRICT #205

Job Description

Job Title: Executive Assistant II – Diversity, Equity, and Inclusion Department

Job Code: TBD

Department: Diversity, Equity, and Inclusion

Supervisor: Chief Diversity, Equity, and Inclusion Officer

Date: 7/26/2022

FLSA Status: Non-Exempt

PURPOSE OF THE POSITION: Under general supervision, plans, coordinates and carries out various projects and tasks for the Chief Diversity, Equity, and Inclusion Officer. Assignments may be broad in nature and require independent judgment and a high level of organizational skills.

SUPERVISORY RESPONSIBILITIES: None

DUTIES AND RESPONSIBILITIES: The requirements listed below are representative of the knowledge, skill, and/or ability required. In addition to the requirements listed below, regular attendance is an essential function of this position.

  1. Ensures that all actions are in concert with the Board policies as well as the mission statement, beliefs, objectives, and parameters found in the Board’s strategic plan.
  2. Participates in job training and professional growth opportunities in order to enhance ability to perform the essential functions of the job.
  3. Performs other related duties as assigned for the purpose of ensuring an efficient and effective work environment.
  4. Uses professional judgement to screen incoming calls, emails, and visitors, and relays messages for supervisor.
  5. Prepares a variety of correspondence, memorandums, reports, and other material often of a technical and/or confidential nature.
  6. Creates flyers, district-wide announcements, and inter-office memorandums.
  7. Produces presentations, multi-page reports, forms, charts, tables, and spreadsheet reports as required.
  8. Conducts inventories as needed.
  9. Prepares payroll attendance sheets for signature and approval.
  10. Reviews documents and reports for accuracy.
  11. Organizes the office for efficiency.
  12. Attends various meetings to take minutes as requested.
  13. Schedules appointments and organizes meetings for administrators.
  14. Makes travel arrangements for administrators.
  15. Processes office mail, including screening mail and routing to proper sources.
  16. Processes requisitions, purchase orders, and requests for reimbursement.
  17. Prepares and/or assists with preparation of various departmental or division budgets.

QUALIFICATIONS: High school diploma required. Associates degree or bachelor’s degree preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

  1. Ability to demonstrate qualities aligned to our core values of Character, Communication, Collaboration and Continuous Improvement.
  2. Demonstrates a high degree of organizational skills.
  3. Ability to demonstrate excellent interpersonal and leadership skills.
  4. Ability to maintain sensitive and confidential information.
  5. Must possess good oral and written communications skills.
  6. Ability to operate in high-pressure situations
  7. Ability to maintain various ledgers on financial transactions of department.
  8. Ability to produce multi-page reports and forms and use multiple software packages.
  9. Working knowledge of Microsoft Office programs.
  10. Working knowledge of Google Drive/Sheets/Slides and related Google forms.
  11. Ability to operate Rockford Public Schools databases and web-based applications.
  12. Advanced ability to operate office equipment such as computers, copiers/duplicators, printers, etc.
  13. Extensive knowledge of applicable policies, procedures, regulations and ensures compliance.

WORK CALENDAR: 12 Months

WORKING CONDITIONS: Moderate in-district travel as well as intermittent in-state and out-of-state travel. Intermittent prolonged and irregular hours of work.

OTHER: This job description describes duties and responsibilities which are representative of the nature and level of work assigned to the position. The identified duties and responsibilities are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position.

The job description does not constitute an employment agreement between the school district and employee and is subject to change by the school district as the needs of the school district and requirements of the job change.