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Executive Assistant to Chief Communications Officer

4 months ago

Midland, United States Midland Independent School District Full time
POSITION: Executive Assistant to Chief Communications Officer

EXEMPT STATUS: Non-Exempt

NUMBER OF DAYS: According to district approved calendar

DEPARTMENT: Leadership

REPORTS TO: Chief Communications Officer

SUPERVISES: None

EDUCATION:
  • High School Diploma

Experience:
  • Three to five years of secretarial/clerical experience

Position Function/Purpose

To work with the Chief Communications Officer in managing the budget, calendars and correspondence, and to perform the clerical duties for the position of secretary.

ESSENTIAL FUNCTIONS

1. Prepare correspondence for the Chief Communications Officer

2. Manage the calendar including but not limited to, scheduling appointments and other department and/or district meetings.

3. Organize travel arrangements and accommodations.

4. Assist with professional development.

5. Make all necessary arrangements for special activities, staff development, workshops, and orientations.

6. Manage the budget maintaining current entries and balances in Skyward Business.

7. Answer telephone and screen visitors.

8. Order office supplies.

9. Submit purchase orders/credit card expense reports in Skyward Business.

10. Submit print requisitions.

11. Submit work orders for the department as requested or needed.

12. Maintain a filing system both digital and hard copy.

13. Meet and greet the public and assist in the reception area as needed.

14. Maintain confidential documents.

15. Ensure confidentiality when necessary.

16. Notarize documents as requested or needed.

17. Must be able to use specialized software applications such as Google Docs, Google Calendar, Microsoft Office 2021, GovQA, Adobe Acrobat, etc.

18. Assist the General Counsel with processing subpoena requests.

19. Perform other duties as assigned.

PUBLIC INFORMATION ACT (PIA) RESPONSIBILITIES:
• Receive Public Information Request (PIR)
• Assign tasks to relevant departments
• Ensure Adherence to PIA deadlines
• Review all incoming and outgoing correspondence regarding PIR's.
• Communicate with requestors
• Handle records in accordance with the PIA.
• Consult with the General Counsel and the Office of the Texas Attorney General as needed.
• Conduct basic legal research.
• Assist the General Counsel with PIA training for district employees.
• Perform other duties as assigned

CAPABILITIES:
• Must be able to learn and use specialized software application GovQA, Adobe Acrobat, etc.
• Must be able to analyze complex scenarios, discern patterns, and ask clarifying questions.
• Must possess a strong sense of urgency around deadlines.
• Must be able to distinguish between a Public Information Act and other forms of legal communication or requests for information.
• Must possess strong customer service skills with excellent written and oral communication skills.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made if necessary while performing the duties of this job.
• Eye strain
• Standing
• Reaching above shoulders
• Kneeling
• Moderate lifting, 15-44 lbs.
• Moderate carrying, 15-44 lbs.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance required.

Equipment used
• Computer and printer
• Telephone
• Calculator
• Copy Machine and Fax Machine
• Scanner

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office environment.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.

Revision Date

05/15/2024

All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.

Midland Independent School District provides equal employment opportunities to all employees and applicants for

employment and prohibits discrimination and harassment of any type without regard to race,

color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status,

sexual orientation, gender identity or expression, or any other characteristic protected by

federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring,

placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and

training.