Address
Form of workPosition Type:
Paraprofessional/Support Staff/Executive Admin Assistant - Deputy Superintendent
Date Posted:
10/10/2023
Location:
Superintendents OfficeJob Title: Executive Assistant - Deputy Superintendent
Wage/Hour Status: Non-Exempt/At-Will
Reports To: Deputy Superintendent
Pay Grade/Days: 208/226
Dept./School: Administration
Date Revised: October 2023
Primary Purpose:
Facilitate the efficient operation of the Deputy Superintendent's office and provide administrative and clerical related support to the Deputy Superintendent and any other assigned areas. Serve as the backup to the Special Assistant to the Superintendent and Board of Trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
Education/Certification:
High School Diploma or GED, college preferred
Advanced Secretarial and Computer Training
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding, planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to multi-task numerous complex administrative activities
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Experience
Three or more years of advanced secretarial experience with extensive contact with people, preferably in a public education environment.
Major Responsibilities and Duties:
1. Facilitate interaction and workflow between departments and campuses in the district to promote high quality services to campuses.
2. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to Deputy Superintendent or other administrators.
3. Maintain calendar and schedule appointments for the Deputy Superintendent.
4. Perform advanced office, secretarial, and clerical tasks including creating of and maintenance of filing systems and records retention.
5. Receive and direct incoming calls, take reliable messages, and route communications to appropriate staff.
6. Coordinate the preparation and maintenance of all spreadsheets, databases, correspondence, and other documents as needed by the Deputy Superintendent.
7. Prepare documents, materials, and presentations as assigned.
8. Collect pertinent data and organize it into usable form; prepares memoranda, reports, agendas, and other communication as directed.
9. Work with vendors to facilitate quotes, contracts, and documentation needed for materials or services purchased by the Superintendent's office.
10. Monitor and order supplies, materials, and equipment including technology, items for events, and submitting warranties for all department needs.
11. Plan and manage events by working with vendors to secure sites for venues, arrange catering, coordinate event logistics, and manage timelines and delivery of services.
12. Coordinate with other departments and campuses to facilitate event planning as assigned.
13. Maintain confidentiality of information, conversations, and records.
14. Promote positive departmental and community relations through cordial, effective communication.
15. Participate in staff development activities to improve job-related skills.
16. Prepare purchase orders, process payment authorizations, and maintain files and appropriate documentation for department expenditures for all fund sources assigned.
17. Receive, sort, and distribute mail and other documents to department staff.
18. Assist with implementation of special projects.
19. Serve as the backup to the Special Assistant to the Superintendent, including: organizing, preparing, and posting official board agenda and records for board meetings and distributing to board members and others as required; and recording minutes of executive staff and board meetings as required. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
20. Comply with policies established by federal and state laws and regulations, and local board policy.
21. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to Deputy Superintendent or other administrators.
22. Maintain confidentiality.
23. Follow district safety protocols and emergency procedures.
24. Perform all other duties as assigned.
Working Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
Non Discrimination Statement
The Waco Independent School District (District) as an equal opportunity educational provider and employer does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or genetic information in educational programs or activities that it operates or in employment matters. The District is required by Title VI and Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, as well as Board policy not to discriminate in such a manner.
For information or complaints regarding compliance with the nondiscrimination requirements of Title IX, contact Waco ISD Executive Director of Human Resources at 254-755-9473 and/or Waco ISD Director of Athletics, at 254-745-2250. For information or complaints regarding compliance with the nondiscrimination requirements of Title VI and Title VII, as amended, contact Waco ISD Executive Director of Human Resources at 254-755-9473. For information or complaints regarding compliance with the nondiscrimination requirements of Section 504 or the Rehabilitation Act of 1973, as amended, contact Waco ISD Section 504 Coordinator at 254-755-9473 or; P.O. Box 27, Waco, TX, 76703.
Paraprofessional/Support Staff/Executive Admin Assistant - Deputy Superintendent
Date Posted:
10/10/2023
Location:
Superintendents OfficeJob Title: Executive Assistant - Deputy Superintendent
Wage/Hour Status: Non-Exempt/At-Will
Reports To: Deputy Superintendent
Pay Grade/Days: 208/226
Dept./School: Administration
Date Revised: October 2023
Primary Purpose:
Facilitate the efficient operation of the Deputy Superintendent's office and provide administrative and clerical related support to the Deputy Superintendent and any other assigned areas. Serve as the backup to the Special Assistant to the Superintendent and Board of Trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
Qualifications:
Education/Certification:
High School Diploma or GED, college preferred
Advanced Secretarial and Computer Training
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, short correspondence, and memos
Ability to make independent decisions regarding, planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to multi-task numerous complex administrative activities
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Experience
Three or more years of advanced secretarial experience with extensive contact with people, preferably in a public education environment.
Major Responsibilities and Duties:
1. Facilitate interaction and workflow between departments and campuses in the district to promote high quality services to campuses.
2. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to Deputy Superintendent or other administrators.
3. Maintain calendar and schedule appointments for the Deputy Superintendent.
4. Perform advanced office, secretarial, and clerical tasks including creating of and maintenance of filing systems and records retention.
5. Receive and direct incoming calls, take reliable messages, and route communications to appropriate staff.
6. Coordinate the preparation and maintenance of all spreadsheets, databases, correspondence, and other documents as needed by the Deputy Superintendent.
7. Prepare documents, materials, and presentations as assigned.
8. Collect pertinent data and organize it into usable form; prepares memoranda, reports, agendas, and other communication as directed.
9. Work with vendors to facilitate quotes, contracts, and documentation needed for materials or services purchased by the Superintendent's office.
10. Monitor and order supplies, materials, and equipment including technology, items for events, and submitting warranties for all department needs.
11. Plan and manage events by working with vendors to secure sites for venues, arrange catering, coordinate event logistics, and manage timelines and delivery of services.
12. Coordinate with other departments and campuses to facilitate event planning as assigned.
13. Maintain confidentiality of information, conversations, and records.
14. Promote positive departmental and community relations through cordial, effective communication.
15. Participate in staff development activities to improve job-related skills.
16. Prepare purchase orders, process payment authorizations, and maintain files and appropriate documentation for department expenditures for all fund sources assigned.
17. Receive, sort, and distribute mail and other documents to department staff.
18. Assist with implementation of special projects.
19. Serve as the backup to the Special Assistant to the Superintendent, including: organizing, preparing, and posting official board agenda and records for board meetings and distributing to board members and others as required; and recording minutes of executive staff and board meetings as required. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
20. Comply with policies established by federal and state laws and regulations, and local board policy.
21. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to Deputy Superintendent or other administrators.
22. Maintain confidentiality.
23. Follow district safety protocols and emergency procedures.
24. Perform all other duties as assigned.
Working Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
Non Discrimination Statement
The Waco Independent School District (District) as an equal opportunity educational provider and employer does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or genetic information in educational programs or activities that it operates or in employment matters. The District is required by Title VI and Title VII of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, as well as Board policy not to discriminate in such a manner.
For information or complaints regarding compliance with the nondiscrimination requirements of Title IX, contact Waco ISD Executive Director of Human Resources at 254-755-9473 and/or Waco ISD Director of Athletics, at 254-745-2250. For information or complaints regarding compliance with the nondiscrimination requirements of Title VI and Title VII, as amended, contact Waco ISD Executive Director of Human Resources at 254-755-9473. For information or complaints regarding compliance with the nondiscrimination requirements of Section 504 or the Rehabilitation Act of 1973, as amended, contact Waco ISD Section 504 Coordinator at 254-755-9473 or; P.O. Box 27, Waco, TX, 76703.
