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Executive Assistant to Deputy Superintendent

4 months ago

Midland, United States Midland Independent School District Full time
POSITION: Executive Assistant to Deputy Superintendent

EXEMPT STATUS: Non-Exempt

NUMBER OF DAYS: 226

PAY GRADE: Clerical PG-8

DIVISION:

DEPARTMENT: Administrative Services

REPORTS TO: Deputy Superintendent

SUPERVISES: None

EDUCATION:High School Diploma

EXPERIENCE: One to three years of secretarial experience preferably in a public education environment.

Position Function/Purpose

To facilitate the efficient operation of the curriculum and instruction department and to provide clerical services to the different Supervisor.

Major Responsibilities

1. Prepare correspondence and scheduling for the Associate Superintendent.

2. Maintain budgets for Associate Superintendent.

3. Order office supplies and other office needs.

4. Process requisitions.

5. Process work orders.

6. Make travel arrangements and accommodations.

7. Maintain calendar of events.

8. Maintain absence from duty logs and time sheets as needed.

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

10. Organize and manage the routine work activities in the assigned administrative departments.

11. Answer telephone and screen visitors for Associate Superintendent.

12. Receive and review mail, make necessary distribution to other department staff members.

13. Maintain a filing system for the Associate Superintendent.

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

15. Ensure confidentiality when necessary.

16. Perform other related duties as required.

Qualification Requirements
  1. High School Diploma
  2. Ability to work cooperatively with co-workers.
  3. Excellent interpersonal skills.
  4. Proficient in the use Office applications including Word, Excel, and PowerPoint, and web-based/internet software.
  5. Experience with database entry.
  6. Excellent verbal and written skills.
  7. Excellent telephone and organizational skills.
  8. Qualify as a Notary Public (if needed).
  9. Self-motivated.


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.

1. Eye strain

2. Standing

3. Reaching above shoulders

4. Kneeling

5. Bending

6. Moderate lifting, 15-44 lbs.

7. 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
  1. Computer and printer
  2. Telephone
  3. Calculator
  4. Copy Machine and Fax Machine
  5. Scanner
  6. Typewriter
  7. Document imaging 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.