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Executive Assistant I

3 months ago

Covington, United States Newton County School System Full time

**Job Title**:
Executive Assistant I

**Pay Grade**:
11

**Reports To**:
Chief Financial Officer

**Work Schedule**:
235 Days/12 Months

**Department**:
Business Services

**FLSA Status**:
Exempt

**Position Summary**:
This position is responsible for providing efficient administrative and secretarial services by completing assigned tasks in a professional, accurate, and timely manner.

**Essential Duties**:
**Front Desk and Reception**:

- Manage the front desk and visitor management system, including greeting and directing visitors, notifying appropriate personnel, answering phone calls, and maintaining accurate visitor logs.
- Ensure the reception area remains neat, organized, and welcoming.
- Interact with employees and visitors in a friendly and professional manner, providing excellent customer service.
- Operate and maintain office machinery, including regularly restocking copiers and printers and scheduling maintenance as needed.
- Collect and review Business Services forms submitted by employees and departments for completeness and accuracy, routing them to the appropriate personnel for processing.
- Collect, sort, and distribute incoming mail for the department, ensuring timely delivery to appropriate personnel.
- Create requisitions, obtain necessary approvals; send approved purchase orders to vendors. Submit approved invoices for payment.
- Maintain department calendars and schedule meetings, appointments, and conferences for the Chief Financial Officer and Directors, including coordinating logistics (facilities, agendas, notifications) and providing support to participants.
- Prepare clear and professional correspondence for the Chief Financial Officer and Directors, ensuring effective communication.
- Provide general administrative support to the Business Services team as needed.

**Payroll and Benefits Support**:

- Assist employees with general inquiries regarding payroll, leave, and benefits.
- Assist employees with Employee Self Service (ESS) troubleshooting and password resets.
- Print and distribute requested payroll documents.
- Assist with new hire orientation and open enrollment processes.
- Provide support for payroll processing, including leave data entry and corrections.
- Assist with printing various employee packets (COBRA, new hire forms, etc.).
- Ensure that the forms station is always organized and stocked with necessary forms.
- Assists with preparing and mailing paper checks as needed.

**Other Duties**:
This job description is not exhaustive and may not include all activities, duties, or responsibilities required of the employee. The employee may be asked to perform other related duties as assigned.

**Performance Responsibilities**:

- Demonstrates prompt and regular attendance.
- Works collaboratively with stakeholders and team members in a professional and courteous manner.

**Minimum Qualifications**:

- Educational Level: High School Diploma. Two years of college or equivalent combination of training and experience preferred.
- Experience: Three to five years of office experience is required, preferably in a school system or governmental entity.
- Certification/License Required: None
- Physical Activities: Routine physical activities required to fulfill job responsibilities.

**Knowledge, Skills, and Abilities**:

- Proficient knowledge of Microsoft Office Suite products such as Excel, Word, and Outlook.
- Proficient with or the ability to quickly learn finance software.
- Ability to follow established procedures.
- Excellent analytical and problem-solving skills are needed.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy at all levels of the organization.
- Ability to set and achieve goals.
- Strong written and verbal communication skills.
- Demonstrates ability to work in a fast-paced multi-task environment.
- Must possess proven effective organizational skills as well as the ability to meet frequent deadlines.
- Ability to establish and maintain effective working relationships with school officials, employees, and team members.
- Ability to work in a team environment to meet goals and deadlines.
- Detail-oriented, customer-focused, and results-driven.
- Professional and positive attitude and demeanor.
- Demonstrate the ability to work independently and maintain confidentiality.

**Essential Physical Requirements**: (The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
- Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to work in various office/school locations with computer equipment, lifting or moving objects that weigh up to 15 lbs. occasionally.
- Sufficient clarity of speech and heari