Executive Secretary Ii - Executive Offices

Job Title: Executive Secretary II
Department:Executive Offices
Pay Grade: O250
FLSA Status: Non-Exempt
Reports to: Deputy Superintendent- Operations
GENERAL PURPOSE
Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the Superintendent, Board of Education members, and district administrators by providing a wide variety of complex and confidential administrative and secretarial support; additional responsibilities include conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.
ESSENTIAL JOB FUNCTIONS

• Independently compile data from a wide variety of sources preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Independently coordinate a wide variety of projects, functions and/or program components completing activities and/or delivering services in a timely fashion.
• Maintain inventory of supplies and materials ensuring items' availability.
• Maintain a variety of documents, files and records providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitor and implement a wide variety of activities on behalf of assigned Administrators, achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Participate in meetings, workshops, professional learning and/or trainings providing or receiving information, recording minutes and supporting the needs of the attendees.
• Prepare correspondence, reports and other materials documenting activities, providing written reference on behalf of assigned administrators.
• Prepare and process documents and materials disseminating information in compliance with established administrative guidelines.
• Maintain confidentiality as required by Board of Education policy and/or state or federal law.
• Respond to inquiries from a variety of internal and external parties providing information, facilitating communication among parties and/or providing direction.
• Schedule a wide variety of activities, making necessary arrangements.
• Support assigned administrative personnel providing assistance with their functions and responsibilities while modeling and promoting a positive culture within a collaborative work environment.
• Process invoices for payments utilizing MUNIS batch entry, purchase order or other appropriate processes.
• Performs a variety of highly complex office functions in support of executive leadership.
• Deals with complex matters requiring research, investigation, and technical knowledge.
• Regularly exercises independent judgement in addressing department / division matters.
• Work involves frequent contact with leaders and other organizations, requiring the exercise of professional judgement.
• Perform other related duties as required/assigned.

QUALIFICATIONS AND REQUIREMENTS
Education and Experience

• Associate's Degree from an accredited college or university, preferred. Equivalent experience accepted in lieu of a degree.
• Minimum of four (4) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.
• Knowledge based competencies required to satisfactorily perform the functions of the job include concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to satisfactorily perform the functions of the job, including: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; and planning and managing projects.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.