About this role
Executive Administrative Assistant to the Division Superintendent
Summary: Serves as the executive administrative assistant to the Division Superintendent; relieves executive of routine and complex administrative tasks and ensures smooth and efficient administrative operation of the executive's office; sets daily priorities based on knowledge of the overall functions in the highly visible office, requiring confidentiality and independent decision making.
Qualifications: Required
• Any combination of education and experience equivalent to an associate degree. • Five (5) years of experience in administrative assistance, three (3) years of which shall have been at the administrative assistant III 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 and its operating procedures. • Analytical and organizational skills. • Proficiency in the use of office technology. • Proficiency in business English, grammar, spelling, and punctuation. • Good judgment and initiative. • Ability to function with a high degree of confidentiality, independence, and decision making. • Ability to develop and maintain effective working relationships with all levels of internal and external stakeholders. • Ability to communicate effectively, both orally and in writing.
Major Duties/Essential Functions: • Manages the Division Superintendent's administrative office and ensures that practices and procedures used in subordinate offices are consistent with those of the Division Superintendent's office. • Serves as an executive administrative assistant for the Division Superintendent, maintaining the highest levels of confidentiality and exercising independent decision making. • Prepares agendas, assists in conducting meetings, and coordinates professional development of Leadership Team administrative assistants to exchange information on all phases of office work. • Responds to technical and nontechnical inquiries and administrative problems brought to the Division Superintendent by the School Board, Board of Supervisors, staff, the general public, and federal/state/local government officials. • Notifies the appropriate Leadership Team member of the need for information or recommendations and prepares nontechnical responses or follows up to ensure a timely response by others. • Exercises control over the Division Superintendent's appointments with authority for commitment of time. • Screens all calls and visitors, answering questions and completing business involving established policy or routine and complex matters without referring to the Division Superintendent. • Receives all correspondence for the Division Superintendent and replies to those inquiries not requiring the Division Superintendent's attention. • Routes matters requiring action by Leadership Team members. • Follows up and guides Leadership Team to ensure that actions are completed. • Screens all correspondence prepared for the Division Superintendent's signature for clarity, completeness of reply, and grammatical and procedural correctness. • Returns inadequate submissions for revision. • Arranges conferences for the Division Superintendent and, at the request of Leadership Team members, for meetings to be held locally. • Attends and records the minutes of meetings; provides summaries, as needed. • Checks to ensure that commitments made at the meetings are met and keeps the Division Superintendent informed. • May take dictation and transcribe from dictating equipment. • Produces correspondence, reports, charts, presentations, and other materials using information management software to enter, edit, print, and file information. • Makes travel arrangements. • May perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reports. • Works a schedule that may vary weekly depending on needs of the Division Superintendent. • 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.