Executive Assistant I - Fine Arts

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 a…