Executive Assistant I
2 weeks ago
SCHOOL/DEPARTMENT: Central Office
SALARY: Grade 71
FLSA STATUS: Exempt
REPORTS TO: Superintendent
SUPERVISES: None
WORK WEEK SCHEDULE: Monday-Friday
WORK HOURS: 40 hours minimum
NUMBER OF MONTHS PER YEAR: 12 months
POSITION PURPOSE: Under limited supervision, performs various administrative duties to
support the activities of the Superintendent's Office. Work involves assisting the Superintendent
in administrative activities to relieve them of operational detail. The employee is responsible for
receiving and transcribing confidential and routine correspondence, screening and
independently handling or referring a variety of inquiries by telephone and in person, and
maintaining various confidential records and files. Employees are also responsible for explaining
district policies and procedures and disseminating information about the
school system's operation to the general public. Unusual situations arise with some frequency,
requiring discretionary judgment and independent action. The position serves as an
administrative extension of the Superintendent and reports to the Superintendent.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Considerable knowledge of the Superintendent and School Board's philosophies, goals, objectives, and policies.
- Considerable knowledge of the organization and current operations of Orange County Schools.
- Thorough knowledge of modern office practices and procedures.
- Thorough knowledge of arithmetic, spelling, grammar, punctuation, and vocabulary.
- General knowledge of the principles of organization and administration.
- Working knowledge of the principles and practices of education administration.
- Ability to meet deadlines and prioritize tasks.
- Skill in operating standard office machines, including popular computer-driven word processing, spreadsheet, and file maintenance programs.
- Ability to research program documents and narrative materials and to compile reports from information gathered.
- Ability to review documents for accuracy of information, grammar, style, punctuation, and vocabulary.
- Ability to maintain complex schedules, records, and files.
- Ability to make minor administrative decisions following laws, ordinances, regulations, and school system policies and procedures.
- Ability to develop and modify work procedures, methods, and processes to improve efficiency.
- Ability to type accurately at a moderate rate of speed.
- Ability to communicate effectively orally and in writing in English
- Ability to exercise considerable tact and courtesy in frequent contact with school officials and the general public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Develops presentations and reports (print, digital/online, social media, other) using various software tools and graphics for the superintendent and other department personnel.
- Coordinates special events and functions, including but not limited to venue selection and scheduling, guest lists and invitations, room set-up and design, catering, decor, meeting agendas and programs, audiovisual requirements, budgets, event/program evaluation, and other logistical details.
- Plans and schedules community outreach sessions on an ongoing basis in partnership with district personnel, ensuring the continuous flow of information between the superintendent, board, and OCS constituents.
- Serves as lead customer relations point of contact for the superintendent's office.
- Spanish fluency is preferred.
Interpersonal Communications: Requires speaking and signaling people to convey or exchange information. This includes receiving instructions, assignments, and directions from superiors.
Language Ability: This requires the ability to read a variety of correspondence, reports, forms, manuals, etc., prepare correspondence, reports, forms, etc., using prescribed formats and conforming to all punctuation, grammar, diction, and style rules, and speak to people with poise, voice control, and confidence.
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: The ability to record and deliver information, explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, to determine percentages and decimals.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to rapidly and accurately coordinate hands and eyes using automated office equipment.
Manual Dexterity: Requires handling various items such as office equipment. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication requires the ability to talk and hear. (Talking is expressing or exchanging ideas by means of spoken words. Hearing is perceiving the nature of sounds by ear.) One must be able to communicate via telephone.
EDUCATION, TRAINING, AND EXPERIENCE:
Bachelor's degree in English, journalism, or a related field with 4 to 6 years of progressively responsible experience in administrative work, including office management, public contact, or education administration, or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Makes appointments for the Superintendent and refers persons to other staff members as necessary; arranges travel schedules, makes reservations, and prepares travel vouchers and expense reports for the Superintendent;
- Types material from typed or handwritten copy or machine dictation, which requires various complicated formats for preparing correspondence, reports, forms, and other documents;
- Assumes responsibility for spelling, punctuation, format, and grammar correctness.
- Writes, edits, or coordinates the preparation of reports, agenda items, minutes, or other printed materials;
- Researches content items for precedents, correctness of presentation, and applicability.
- Screens and routes materials according to the content of communications; routing duties require general knowledge of organizational operations and individual staff members' assignments and work status;
- Composes responses to incoming correspondence, composes letters and memorandums for the superintendent's review, and proofreads materials produced in the department;
- Answers questions from employees or the public concerning policies, procedures, or deadlines;
- Explains the use of records or information;
- Gathers materials for the Superintendent to use for presentations;
- Attends meetings, hearings, or conferences as a participant or as staff;
- Administers assigned unique, recurring, or regular projects; completes reports as needed and meets all deadlines;
- Files and retrieves materials based on general knowledge of organization and activities.
- Summarizes information for standard reports;
- Selects data from varied sources;
- Acts as a point of contact for the department served and provides information or refers inquiries to proper personnel;
- Performs or assists in performing administrative details as outlined by a superior.
WORKING CONDITIONS
PHYSICAL DEMANDS
Physical Requirements: Must be physically able to operate various automated office machines, including computers, typewriters, copiers, facsimile machines, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Physical demand requirements are more than those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if arm and leg controls require exertion of forces that are more significant than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. Must be able to attend work in person.
WORK ENVIRONMENT
Employees in this position must work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public. Work may involve hours such as occasional nights or weekends.
ACKNOWLEDGEMENTS
The following signatures acknowledge that the supervisor has verified the position description's accuracy, discussed position requirements with the employee, and advised the employee of work performance expectations.
Reviewed by: Employee's Signature
Date
Approval by: Supervisor's Signature
Date
The completed and signed position description shall be maintained at the employee's work location, shall be reviewed with the employee by his or her immediate supervisor, should be revised as required, and shall serve as the basis for all the necessary evaluations.
DISCLAIMER: The above statements describe this position's general purpose and responsibilities. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position. The supervisor may revise this description anytime with HR review and approval.
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