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Administrative Assistant to a Non-Executive Cabinet Member

1 month ago

Charlotte, North Carolina, United States Charlotte-Mecklenburg Schools Full time
Job Summary

The Administrative Assistant to a Non-Executive Cabinet Member provides complex executive-level administrative support to a non-executive cabinet level position, while managing the day-to-day office administration of the department. This role requires a high level of professionalism, discretion, and attention to detail.

Key Responsibilities
  • Adhere to all state, federal, and local laws, policies, and procedures.
  • Serve as an assistant to a Non-Executive Cabinet level position, maintaining confidentiality.
  • Maintain the cabinet member's appointment calendar; schedule meetings and conferences between internal and external stakeholders.
  • Prepare agendas, reports, correspondence, and memorandums.
  • Respond to direct inquiries and routes calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism.
  • Support stakeholders in person, via phone, and email.
  • Respond and resolve internal and external inquiries and complaints; exercise judgment in policy explanations while providing excellent customer service.
  • Participate in coordinating and administering division budgets; assist in monitoring expenditures.
  • Initiate procurement of supplies, materials and services, negotiate/solicit quotes, review and draft vendor contracts and process payments to vendors.
  • Serve as p-card administrator of Division.
  • Maintain supply, technology and furniture inventory.
  • Make necessary arrangements for staff attendance at conferences, workshops and meetings; Secure workshop registration, airline transportation, hotel accommodations and process travel expenses upon return.
  • Process payroll, report and maintain employee leave/absences, process quarterly mileage and expense reimbursements, coordinate catering.
  • Maintain and update important records and forms including electronic records, and an efficient and effective filing system.
Requirements
  • Personal behavior reflects an appropriate response to situations; demonstrates high personal integrity; complies with legal and ethical requirements of CMS; values different points of view; reflects appropriate professional and personal demeanor.
  • Engages in two-way communication; communication reflects careful analysis and ability to listen.
  • Exercises professional judgment in situations requiring problem-solving or decision making.
  • Excellent oral and written communications skills.
  • Comprehensive skills in Microsoft suite and Google products.
  • Expertise in preparing spreadsheets, PowerPoint presentations, memo writing and correspondence.
  • Knowledge of practices and procedures of generally accepted accounting principles.
  • Highly skilled in business letter writing and basic report preparation.
  • Knowledge of financial principles and practices.
  • Skilled in techniques for organizing and collecting data.
  • Highly skilled in office administration practices and procedures.
  • Proficient in use of spreadsheets, power point, mail merges and relational databases.
Education and Experience
  • Associate degree.
  • Five years of experience in office administration and management of senior level executive scheduling.
Special Requirements
  • Possess and maintain a Valid Driver's License or ability to provide own transportation.
  • Travel to school district buildings and professional meetings.
  • May be required to attend offsite and/or community events that may occur outside of normal business hours. Must provide own transportation for travel throughout the district.