Executive Administrative Assistant, Operations

Job Description

Position Title:  Executive Administrative Assistant- Operations Department 

Payroll/Personnel Type:  12 

Job #:  XXXX 

Reports to : Chief Operations Officer/Assigned Designee 

Shift Length:  8 Hours a Day 

Union Eligibility:  Not Eligible 

Position Summary:  

The Executive Administrative Assistant to the Chief Operations Officer performs a variety of technical and complex administrative and secretarial duties for a senior administrator in support of operational services. The Executive Administrative Assistant to the Chief Operations Officer is the senior level which requires competencies such as the ability to carry out projects involving other departments and sites, communicate efficiently amongst various departments, coordinate information gathering for reports and special projects, and the ability to support a higher-level director or administrator. 

Essential Functions:

Assist the Chief Operations Officer in the general administrative operations of the school district.  Performs a full range of highly responsible and specialized administrative and technical support functions in support of a department providing operational services.  Assist and support all the functions required of the Chief Operations Officer including Facilities, Food and Nutrition Services, Transportation, Real Estate, and Safety and Security divisions.  Answer a multi-line telephone system with the ability to take messages and route calls to the appropriate department. Contribute to ensuring the smooth and efficient operations of the office and the proper and timely completion of projects and activities. Provide administrative support to meetings, and secure dates, and locations. Provide agendas and sign-in sheets for all participants. Maintain a variety of documents, files, and records (manual and computer) to provide an up-to-date reference trail, availability of information as needed, and ensure confidentiality.  Serve as a lead executive to administrative staff within the Operations Department – will include the administrative team at Facilities, Food, and Nutrition Services, and Safety and Security divisions.  Work as a liaison with the Payroll division and timekeepers in ensuring all timekeeping KRONOS is complete and accurate for scheduled pay periods for the operations divisions.  Work in collaboration with the Real Estate, Payroll, and Finance departments in organizing the Central Office parking garage. This includes conducting the annual lottery process, assigning parking spaces, monitoring the garage computer system, and sending refund requests for employee-based parking to vendors at St. Louis Parking. Work in collaboration with Human Resources as it pertains to communication regarding new and onboarding processes for the division. Ensuring all efforts are communicated to leadership.  Provides general and specialized information and assistance to staff and the public that may require the use of judgment, tact, and sensitivity.  Input work orders as needed for maintenance concerns and communicate with the Service Response Center at the SLPS Building & Grounds location. Receives and screens office visitors and telephone callers and refers to other individuals as appropriate.  Work with the Director of Operations to ensure all Central Office matters and communication with staff are handled promptly.  Develop and/or maintain all records and documentation per the Chief’s request. Order office supplies and essentials as needed utilizing allocated budget funds.  Work with the Operations Budget Manager to ensure signatures and budget items are received before board meetings. Collaborate with all directors to ensure board resolutions and all items are effectively communicated to the team.  Work with the Financial Management Office to receive, check, approve, and sign requisitions, vouchers, forms, and documents promptly for the Chief Operations Officer.  Collaborate with department directors to ensure all items are received for weekly reports, deliverable deadlines are met, and all meetings and calendar invites or scheduled accordingly with the team. Work with the Technology Department and Operations Department directors to ensure the Chief Operations Officer signs off on building usage form requests. Ability to establish and maintain effective working relationships with superiors, associates, and the general public and to effectively convey information on departmental programs.  Provide administrative support to conferences, training, and inter-district meetings. Identifies participants, secures dates and locales, prepares, and distributes communications, organizes materials and hospitality, and arranges presentation aids.  Takes notes/recollections, and minutes, and transcribes from meetings and formal proceedings. Types (keyboards) from rough drafts or instructions of a variety of materials such as letters, memoranda, reports, and statistical data. Composes correspondence and forms on routine department matters.  Compose correspondence for own or the Chief Operations Officer's signature, using knowledge of district policies and procedures.  Maintains a variety of documents, files, and records (manual and computer) to provide up-to-date reference trails, availability of information as needed, and ensure confidentiality.  Participates in meetings, workshops, and seminars to convey and/or gather information required to perform functions.  Perform other duties as assigned. 

Knowledge, Skills, and Abilities : 

Ability to work independently and handle day-to-day operations in the absence of the administrator.  Excellent and effective communication and interpersonal skills, both verbal and in writing  MS Office Suite Savvy (MS Word, Excel, PowerPoint, Outlook, MS Teams, MS Access, Zoom, etc.)  Familiarity with work order systems and various computer software products (i.e., SchoolDude, Kronos, Business Plus, Nimble, etc.)  Ability to communicate with others and effectively convey information.  Ability to understand written sentences and paragraphs in work-related documents.  High degree of skills in customer service/problem-solving including finding ways to actively assist staff, vendors, community partners, etc.  Ability to handle confidential, sensitive information.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  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.  Apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret instructions furnished in written or oral form.  Ability to effectively work and interact with others.

Experience:

Minimum of five (5) years of progressive secretarial experience, including three (3) years in the equivalent capacity to an administrative assistant. Experience providing responsible office/clerical and administrative support in an operations, financial/facilities, or school-based environment is preferred. 

Education:

Associate or Bachelor’s Degree in Business/related field (preferred) 

Physical Requirements :

Standing, walking, sitting, climbing, stooping, or crouching, kneeling, reaching, pushing grasping, talking, and hearing.  Clarity of vision at 20 feet or more and 20 inches or less, bring objects into sharp focus and see up and down or to the right or left while fixed on a point.  Must have a valid driver’s license.  Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects.  Must be physically able to operate a motor vehicle. 

Working Conditions and Environment : 

Work is routinely performed in a typical interior/office environment.  Will be required to work cross-functionally between operations division offices as needed for the business needs of the district.  Very limited or no exposure to physical risk. 

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