Executive Administrative Assistant

1 month ago

Frederick, United States Frederick County Public Schools Full time
Summary Description:

This position provides administrative assistance to the Superintendent in supporting the operation of the school division and serves the Superintendent in all areas of clerical/administrative support, to include working independently to manage all responsibilities of the office.

Qualifications:
  • Six years of increasingly responsible secretarial experience including four years of experience as a secretary to a key administrator preferably within a similar setting
  • High School Diploma required; any combination equivalent to an A.A. degree in office management or business administration highly preferred
  • Notary Public
Knowledge, Skills, and Abilities:
  • Knowledge of office management, business practices, files and record keeping systems
  • Knowledge of proper language usage, grammar, and spelling
  • Knowledge of public administration, supervisory principles and public relations
  • Exhibit high level of professionalism, tact, confidentiality and discretion with information and communications received and given
  • Perform a wide variety of responsible, administrative tasks; coordinate work proactively and anticipate upcoming meetings and deadlines
  • Understand and follow intricate oral and written instructions
  • Change and adapt office procedures and details to changing needs and requirements
  • Meet and deal effectively with officials, administrators, teachers, parents, and the public
  • Keyboard at 65 words per minute; ability to take shorthand, brief hand, and machine or computer dictation at 100 words per minute preferred
  • Possess computer literacy to include skill in Word, Powerpoint, Excel, Adobe Acrobat DC, Google Mail/Calendar, and Munis (preferred)
  • Communicate effectively, orally, and in writing
  • Compose correspondence effectively and independently
  • Manage priorities and remain flexible and calm in a fast changing environment
Essential Duties:

Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.
  • Organizes and coordinates workflow through the Superintendent's office.
  • Coordinates preparation and assembly of materials, agendas and packets required for School Board meetings.
  • Plans, organizes, prioritizes and executes complex administrative and/or research projects, communication, and functions as assigned by the Superintendent.
  • Independently composes correspondence reports, memos, and other materials for the Superintendent
  • Schedules appointments, cabinet meetings, principal meetings, and other meetings and conferences for the Superintendent; makes necessary arrangements for meetings; follows up after the meetings with appropriate documentation as directed.
  • Organizes and maintains files for the Superintendent's office and the School Board, and supervises maintenance of general files and records for the division.
  • Communicates advice and instructions from the Superintendent to others in the division and the schools.
  • Acts as liaison between the public and the Superintendent as necessary.
  • Transcribes minutes of meetings, conferences, and policy-making bodies as directed; takes confidential dictation.
  • Assists in establishing the proper atmosphere for the Superintendent's office.
  • Receives mail, routes letters, information, circulars and other items to cabinet members as appropriate.
  • Receives incoming calls and visitors to the Superintendent's office, directs callers to the appropriate persons; makes appointments for the Superintendent as directed.
  • Interprets and applies division policies, rules, regulations, procedures, and laws.
  • Maintains records in compliance with appropriate records retention schedules.
  • Prepares requisitions, vouchers, and other budget data; performs bookkeeping work as assigned
  • Understands the community and division operations as necessary to carry out assigned responsibilities.
  • Establishes and maintains effective working relationships with staff and with the general public.
  • Serves as Deputy Clerk of the School Board in absence of Clerk of the School Board.
  • Performs other comparable duties of a like or similar nature as assigned.

Pay Rate:

Executive Administrative Assistant Grade C10 Salary Scale (credit is based on years of full-time experience in a related position)

Assignment:
Full time / 12 months / 245 days

Start Date:

This position is effective January 1, 2025

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