Executive Assistant to the Superintendent

The posting

Job Title: Executive Assistant to the Superintendent

Department: Support

Reports to: Superintendent

FLSA Status: Nonexempt

Pay Scale: Classified Scale C

General Description:

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools with a view toward conserving the time of the Superintendent of Schools, and interacting with top level legislative, city, county and community officials, as well as the School Board. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters. Considerable judgment and tact is required in handling the many diverse problems that occur.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Plans clerical work of the Superintendent's office and distributes to other secretaries as required for completion; monitors and modifies office procedures and organizes office projects and processes, managing day-to-day office operations; may take dictation; keeps Superintendent informed of deadlines and pending items and assembles background material for Superintendent; follows up on work in progress to ensure timely reply or action.
• Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices; personally handles many inquiries, including substantive questions requiring research or technical knowledge.
• Maintains the Superintendent's day and night calendars, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants; prepares for the superintendent's signature, replies to general requests and routine letters on varied matters.
• Reviews all outgoing correspondence requiring the Superintendent’s signature for format, spelling, punctuation, and grammar before submitting for signature; may coordinate the activities of a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, word processing machine or typewriter; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic spreadsheet programs; takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Reviews incoming mail for action or for-eyes-of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the superintendent's calendar and future attention.
• Collects data for and prepares informal and formal dockets and packets for School Board meetings; composes letter ensuring that all pertinent details and views of Superintendent and Clerk are addressed.
• Handles arrangements for Superintendent's travel.
• Completes secretarial follow-up tasks regarding School Board decisions and requests and administration action items.
• Composes routine correspondence, newsletters and other communications; makes announcements related to school closings; responds to Freedom of Information requests; compiles data for questionnaires; prepares staff-development materials; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action.
• Organizes and maintains filing system(s), according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments.
• Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budget request for the Office of the Superintendent.

Required Knowledge, Skills, and Abilities:

1. Comprehensive knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
2. Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of school division administrative staff.
3. Thorough knowledge of local, state and federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.
4. Ability to manage clerical and administrative support activities of a large school-division, and to coordinate and manage activities and staff.
5. Ability to communicate effectively, both orally and in writing.
6. Ability to make relatively complex mathematical computations rapidly and accurately.
7. Ability to interact with top level officials and all staff with tact, courtesy and diplomacy.
8. Ability to follow complex oral and written instructions.
9. Ability to work well under pressure with constant deadlines and frequent interruptions.
10. Skill in the use of a microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions.

Education, Training, and Experience Requirement:

Graduation from high school, including courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

Physical Attributes/Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Most tasks are performed in a sedentary work environment, attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items.

Ability to operate keyboard for on production basis to complete long, time-sensitive reports or documents may be required.

Evaluation:

Performance on this job will be evaluated in accordance with the school board policy and administrative regulations on evaluation of classified personnel.

Greensville County Schools does not discriminate on the basis of race, color, natural origin, sex, disability, or age in its programs and activities. The following persons have been designated to handle inquiries into the non-discrimination policies: Division Superintendent.