Executive Administrative Assistant

4 weeks ago

Galax, United States Galax City Public Schools Full time
Executive Administrative Assistant

Position Purpose

Position is responsible for performing administrative and secretarial tasks.

Essential Functions
  • Performs a variety of administrative and/or secretarial support activities for the Superintendent, Assistant Superintendent, and/or the Director of Human Resources & CTE
  • Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation
  • Serves as liaison to employees, guests, outside agencies and the public concerning departmental information or complaints
  • Screens phone calls and visitors, directing to appropriate staff or department when necessary
  • Plans and arranges meetings under general instructions from the Superintendent, Assistant Superintendent, and/or the Director of Human Resources & CTE or assigned staff; communicates arrangements to appropriate individuals
  • Coordinates registrations for professional development
  • Prepares correspondence, reports or other documents
  • Maintains calendar(s) for Superintendent, Assistant Superintendent, and/or the Director of Human Resources & CTE, regularly prioritizing and arranging meetings and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed
  • Performs a variety of clerical tasks such as document distribution, processing of forms, document filing, maintaining various ledgers/logs, and organizing meeting schedules
  • Coordinates incoming mail, web and phone inquiries for the Superintendent, Assistant Superintendent, and/or the Director of Human Resources & CTE
  • Maintains inventories of supplies and materials for the purpose of ensuring items availability
  • Coordinates textbook adoption process in collaboration with the Assistant Superintendent
  • Maintains confidentiality in all matters
  • Models nondiscriminatory practices in all activities
  • Performs any other related duties as assigned by the Superintendent, Assistant Superintendent, and/or the Director of Human Resources & CTE

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and

effective functioning of the school division

Note: The above description is illustrative of tasks and responsibilities. It is not

meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as computer, copy machine, fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities
  • Ability to describe problems and work orally or in writing to supervisor as required.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to carry out instructions furnished in written or oral form.
  • Ability to understand, apply and use computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail, PowerSchool).
  • Ability to problem-solve job-related issues.
  • Ability to work with a diverse group of individuals.
  • Ability to process paperwork accurately according to standardized procedures.
  • Ability to maintain confidentiality of information regarding students, employees and others.
  • Ability to organize tasks effectively.
  • Ability to manage time effectively.
  • Ability to effectively manage office procedures and tasks.

Physical and Mental Demands, Work Hazards
  • Works in standard office and school building environments.

Qualification Profile
  • Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
  • Associates or Bachelors degree with course work in business, math, word processing, office procedures and record keeping preferred.
  • Successful experience with office management preferred.

FLSA Status: Non-exempt

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