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Executive Assistant II
4 months ago
DUTIES AND RESPONSIBILITIES:
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. In addition to the requirements listed below, regular attendance is an essential function of this position.Ensures that all actions are in concert with the Board policies as well as the mission statement, beliefs, objectives, and parameters found in the Board’s strategic plan. Participates in job training and professional growth opportunities in order to enhance ability to perform the essential functions of the job. Performs other related duties as assigned for the purpose of ensuring an efficient and effective work environment. Greets, assists, and uses professional judgement to screen visitors, parents, and students. Receives and relays telephone messages for supervisor, screens incoming calls. Applies information or explains interpretation concerning departmental or district policies, rules, and regulations. Prepares a variety of correspondence, memorandums, minutes, reports, and other material often of a technical and/or confidential nature. Creates presentation packages from rough drafts. Produces board presentations, cabinet presentations, multi-page reports, forms, charts, tables, and spreadsheet reports as required. Conducts inventories as needed. Prepares payroll attendance sheets for signature and approval. Reviews documents/reports for accuracy. Maintains confidentiality. Organizes the office for efficiency. Attends various meetings to take minutes as requested. Schedules appointments and organizes meetings for administrators. Makes travel arrangements for administrators. Processes office mail, including screening mail and routing to proper sources. Processes requisitions, purchase orders, and requests for reimbursement. Prepares and assists in preparation of various departmental or division budgets.
QUALIFICATIONS: High school diploma or GED required.
KNOWLEDGE, SKILLS, AND ABILITIES: Ability to demonstrate qualities aligned to our core values of Character, Communication, Collaboration and Continuous Improvement. Demonstrates a high degree of organizational skills. Ability to demonstrate excellent interpersonal and leadership skills. Must possess good oral and written communication skills. Ability to maintain various ledgers on financial transactions of department. Ability to produce multi-page reports and forms and use multiple software packages. Working knowledge of Microsoft Office programs and Google Drive/Sheets/Slides and related Google forms Ability to operate Rockford Public Schools databases and web-based applications. Advanced ability to operate office equipment such as computers, copiers/ duplicators, printers, etc. WORK CALENDAR: 12 Months
WORKING CONDITIONS: Moderate in-district travel as well as intermittent in-state and out-of-state travel. Intermittent prolonged and irregular hours of work.
