Executive Assistant I

6 days ago

Missouri City, United States Fort Bend ISD Full time
Job Overview

Provide administrative secretarial support to a non-campus or central office administrator. Provide routine secretarial duties/tasks and ensure the smooth and efficient operation of the office. Incumbent is responsible for the clerical operation of a major subdivision, requiring frequent contact with the most senior officials of the school system as well as community and business leaders.

Position Description

Essential Duties and Responsibilities

Operation
  • Plan, initiate, and carry to completion department, program or administrative secretarial support activities; develop, monitor and modify office procedures; organize office projects and processes; manage day-to-day office operations
  • Organize school-division-wide projects, overseeing the development and dissemination of program materials, special mailings, procedure guides, manuals and training materials
  • Screen director's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to director with pertinent background material
  • Relieve director of routine administrative tasks and ensure smooth and efficient day-to-day operation of the department
  • Supervise subordinate clerical/secretarial staff; assign other staff or serves as back up for other clerks/secretaries assigned to office. Assign duties and review completed work for accuracy and completeness
  • Prepare meeting sites; attend meetings, hearings and conferences to take official minutes
  • Make travel arrangements
Administrative
  • Compile data for reports and gather and interpret information from appropriate sources; process personnel evaluation reports, process budget-related documents; may prepare information and presentation in packets including graphs and charts
  • Organize and maintain filing systems according to standard filing procedures and reconcile various records such as inventories of supplies and equipment; track employee leave time and work hours; may process and maintain payroll files for supplemental pay
  • Prepare requisitions, vouchers, budget forms and other payroll and financial data; maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts; help with preparation of department budget
  • Compose routine correspondence, newsletters and other communications not requiring supervisor's personal attention and may sign administrator's name to correspondence of a routine nature; compile data for questionnaires; maintain control records on incoming correspondence and action documents and follow up on work-in-progress to ensure timely response or action. Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
  • Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
  • Attends professional development activities/programs to keep up with current developments and innovations in area of transportation


Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.
  • High School diploma or GED Including or supplemented by courses in computer programs and office practices; post high school business or business management course work highly desirable
  • Minimum of 3 years of secretary experience preferred
  • Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public, tactfully and courteously, and to work harmoniously with other employees
  • Ability to compose written reports and professional correspondence
  • Ability to communicate in a positive manner
  • Ability to understand written and oral instructions
  • Ability to make sound judgment and decisions
  • Excellent interpersonal skills and strong organizational skills
  • Proficient in the use of computer programs such as Excel, PowerPoint, and Word
  • Knowledgeable of the district's accounting/financial program
Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information
  • Work is performed in an office and is subject to frequent interruptions. Some assignments involve contact with disruptive students and angry parents. The work mostly involves only exposure to normal, everyday risks involved in contact with children and young adults. Some assignments are subject to completion within a strict timeline and involve the potential stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels and high volume of workflow.
  • This position might offer flexible work options, the incumbent might have the option to work some days in the office and some days remotely from their home at the discretion of their leader.

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