About this role
Executive Administrative Assistant (Region 1)
Summary: Serves as the executive administrative assistant to an assistant superintendent or auditor general; relieves executive of routine administrative tasks and ensures smooth and efficient administrative operation of the executive's office; and sets daily priorities based on knowledge of the overall functions.
Qualifications: Required
• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate. • Four (4) years of experience in general office administration, three (3) years of which shall have been at the administrative assistant II level or above. • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of or interest in issues affecting education. • Knowledge of the functions of the school division, its operating procedures, and regulations. • Strong analytical and organizational skills. • Good judgment, initiative. • Proficiency in business English, grammar, spelling, and punctuation. • Proficiency in office technology. • Excellent human relations skills and ability to establish and maintain successful cooperative working relationships with school-based and central office staff, as well as with clients outside of the organization. • Ability to communicate effectively, both orally and in writing.
Major Duties/Essential Functions: • Plans, initiates, and manages administrative activities and procedures for an assistant superintendent; may also perform the same duties for a special assistant or other administrators. • Performs complex and responsible duties for the supervisor. • Responds to non-technical inquiries and administrative issues referred to by the Board of Supervisors, the School Board, state/county/local government officials, vendors, and the general public. • Screens all calls and visitors, answering questions and completing business involving established policy or routine matters without referring to supervisor. • Reviews all correspondence for supervisor, replying to those items not requiring supervisor's attention and routing matters requiring action by office directors or other senior staff members. • May sign supervisor's name to the correspondence of a routine nature, when requested. • Screens all correspondence prepared for supervisor's signature for clarity, completeness of reply, and grammatical and procedural correctness. • Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action. • Exercises exclusive control over supervisor's appointments with authority for commitment of time. • Coordinates and assists with logistics for meetings and conferences for the supervisor. • Attends meetings and conferences, develops material for use in official engagements and takes official minutes. • Oversees adherence to regulations and policies by subordinate administrative assistants in department or region schools. • Produces correspondence, reports, charts, presentations, and other materials using numerous data management techniques. • May coordinate the revision and submission of policies, regulations, and notices related to the department. • Makes travel arrangements. • Performs related duties as required or assigned.
Work Environment/Physical Requirements: This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.