Location
Sugar Land, TX | United States
Job description
Region:
4
School District/Employer:
District Category/Employer: Central Office,
Position: Administrative Assistant,
Assignment Level:
Job Title: Executive Assistant I
School:
Campus Description:
Date Posted: 3/4/2024
Deadline: 2024-03-15
Openings: 1
Commitment: Full Time
Description/Notes: 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
The work environment characteristics and physical demands 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. Work is performed in classrooms, offices, work stations and meeting rooms.
Additional Information
Work is performed in an office and is subject to frequent interruptions. Some assignments involve contact with disruptive students and angry parents. The work mostly involves only exposure to normal, everyday risks involved in contact with children and young adults. Some assignments are subject to completion within a strict timeline and involve the potential stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels and high volume of workflow.
Qualifications:
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 As secretary 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
Salary Range: $40,896 - $58,032
Benefits: Medical insurance
Vision insurance
Dental insurance
Pension plan
Disability insurance
How To Apply: Please click (or copy) at the below link and begin application:
Job tags
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