Executive Assistant

2 months ago

Auburn, United States Bay City Fire Rescue Full time
Position Type:
Secretarial/Clerical/Secretary/Office Support - 12-Months

Date Posted:
8/22/2024

Location:
Western High School
SUMMARY: The Executive Assistant, will oversee a variety of administrative and clerical tasks to support the efficient operation of the school's office. This role demands exceptional organizational skills, attention to detail, and professional communication skills to interact effectively with students, parents, and staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned.
  • Maintain discretion and loyalty with confidential information.
  • Serve as a confidential clerical support to the Principal.
  • Schedule appointments for the Principal.
  • Ability to work with a large, diversified population of students and staff.
  • Plan and organize commencement activities and staff retirement/other gatherings.
  • Responsible for the building's petty cash funds.
  • Assist the Principal in coordinating clerical work within the building.
  • Handle office supply purchasing.
  • Perform budget duties for the building and individual departments (requisitions, monitoring, mileage and travel forms, etc.).
  • Assist the Principal with professional and community organization involvement as requested.
  • Make and receive telephone calls, take messages, and route calls.
  • Process overload/stipend payments for building staff.
  • Process attendance/payroll for the building staff.
  • Assist with student reports.
  • Organize Student registration including monitoring volunteers and support staff workers.
  • Organize Parent/Teacher conferences for the building.
  • Prepare the school newsletter.
  • Schedule monthly faculty meetings, (such as D.L.P. meetings, and/or Parent Advisory meetings)
  • Maintain building personnel files.
  • Process evaluations of building staff.
  • Maintain school records and files for building, principal, and related requirements.
  • Distribute mail for the entire building.
  • Type, prepare, distribute, file records/reports (such as NCA, School Improvement, Annual Report, etc.), correspondence, etc. related to building functions and Principal needs.
  • Assist/orientate substitute teachers.
  • Take/transcribe notes for correspondence and meetings.
  • Attend Open House and parent-teacher conferences as required.
  • Manage budgets for general and activity clubs/scholarships and processing deposits.
  • Comprehensive understanding of District contracts to ensure that contractual payments, including overloads, stipends, overtime, etc., are processed in accordance with contractual terms.
  • Facilitate commencements, conferences, and facility requests.
  • Perform other duties as assigned by the immediate supervisor.
SUPERVISORY RESPONSIBILITIES: None

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
  • High school diploma or equivalent
  • Experience in an administrative or office support role, preferably in an educational setting.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Customer service-oriented with a positive and professional demeanor.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students. Demonstrated effective phone etiquette.

MATHEMATICAL SKILLS:

Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Demonstrated ability to use good judgment in decision-making.

OTHER SKILLS AND ABILITIES:

Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy. Demonstrated ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Power Point, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community. Ability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties through knowledge of all district requirements and Board of Education policies. Ability to prioritize and organize work. Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty. Ability to multi-task with numerous interruptions.

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 may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, stand, talk and hear. The employee is occasionally required to sit and reach with hands and arms. Occasionally the employee will type for long periods of time requiring repetitive hand, arm, or finger motion. The employee occasionally will lift and carry up to ten pounds and push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Attendance and punctuality are expectations of the position.

WORK ENVIRONMENT: The work environment characteristics 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.

The noise level in the work environment is usually quiet. The employee interacts with the public, students, and other staff and occasionally meets multiple demands from several people.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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