About this role
PURPOSE Perform a variety of secretarial and administrative assistant duties to relieve the Director of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the Director. MINIMUM QUALIFICATIONS
• Any combination equivalent to: graduation from high school supplemented by college-level coursework in business, secretarial science or a related field and four years of secretarial or administrative assistant experience.
• Must have strong office, computer, public relations and oral and written communication skills.
• Must possess knowledge of the terminology, practices and procedures of assigned office.
ESSENTIAL FUNCTIONS
• Provide confidential secretarial and administrative support services to the Director; assure smooth and efficient office operations; assist with coordinating and assure proper and timely completion of office projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information.
• Serve as the primary secretary to the Director; provide public relations and liaison services; initiate, screen and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange projects, appointments, conferences, meetings and other events; respond to requests, complaints and questions from staff and the public.
• Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues and problems; communicate Director's instructions to students, parents and staff; refer difficult issues to the Director.
• Compose, independently or from oral instructions, note or rough draft, a variety of correspondence; review, revise, edit, format and proofread a variety of documents and information; receive, sort, and route incoming mail as needed.
• Research, compile and verify a variety of data and information using assigned computer system; compute statistical information for various reports; prepare and maintain a variety of records, logs and reports related to drug/alcohol testing, vehicle titles/plates, driving records, SPB certification and other programs, projects, services, financial activity, budgets, personnel, students and communications; prepare, verify and process payroll materials and information as assigned; process claims and reimbursements as required; establish and maintain filing systems;.
• Maintain appointment, project and activity schedules and calendars; coordinate travel arrangements and reservations as necessary; reserve facilities and equipment for meetings and other events as needed; coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.
• As assigned, monitor inventory levels of office and designated supplies and equipment; order, receive and maintain appropriate levels of inventory; prepare and process purchase orders, invoices and requisitions and arrange for payments as required.
• If necessary, must be willing to drive a school bus to transport children.
• Must be able to dispatch when necessary.
• Supports the FWCS Schools of Success mission to empower all students to reach their potential through equitable and relevant community-connected experiences to ensure students achieve at least one of the 4E's - (Enrollment, Employment, Enlistment, or Entrepreneurship.)
• Positively promotes and embodies the FWCS Schools of Success six core competencies in our daily work: Creativity and Innovation, Critical and Analytical Thinking, Collaboration, Communication, Cultural Agility, and Self-Direction
• Perform related duties, as assigned.
PHYSICAL REQUIREMENTS To perform the essential functions of this job effectively and safely, employees must meet the following physical qualifications:
• Communication Skills: Ability to speak clearly and hear effectively in various environments.
• Manual Dexterity: Adeptness in the use of hands and fingers.
• Postural Endurance: Sit or stand for prolonged periods, as the job requires.
• Flexibility: Ability to bend at the waist, kneel, or crouch to perform specific duties.
• Visual Acuity: Close vision ability with the capacity to adjust focus.
• Mobility: Freedom to sit or walk at will throughout the work environment.
• Strength and Stamina: Capability to lift, carry, push, or pull up to twenty (25) pounds or more.
FWCS will reasonably accommodate individuals with disabilities to perform these essential functions.