Executive Assistant to the Assistant Superintendent of Teaching and Learning, Directors of Student Services and Special Education

Executive Assistant to the Assistant Superintendent of Teaching and Learning, Directors of Student Services and Special Education - Vacancy ID: 274994
Vacancy Details
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Position Details
Position Summary:
The Administrative Assistant to the Assistant Superintendent for Teaching & Learning and Directors of Student Services and Special Education performs organizational, coordination, planning, & managerial responsibilities necessary to accomplish the objectives of these roles. Responsibilities include prioritizing and executing complex, competing tasks; ensuring smooth workflow; coordinating meeting arrangements; taking and preparing informal & official minutes; querying & reporting data; excellent communication in person, in writing, or online; and setting the district standard for customer service. The position requires exceptional skills in all of the following areas: technology, project coordination, self-starting and self-managing, and the ability to work well with all levels of employees, including parents/guardians, business people, community members, and members of an elected School Board.
Communication
- Selects and uses the most appropriate method (in-person, voice e-mail, written, or social media) for courteous, effective, and timely communication of information
- Composes well-written correspondence, reports, website content, and e-mail messages for the Asst. Superintendent of Teaching & Learning and Directors for their own use
- Creates, proofreads, and edits communication to ensure it meets the highest standards of language use, clarity, and effectiveness
- Creates electronic, high-quality presentations on critical information for the Asst. Superintendent of Teaching & Learning and Directors to use in meetings with the School Board, administrators, and staff
- Screens, distributes, and posts mail for the Asst. Superintendent of Teaching & Learning and Directors
- Researches and drafts topics directed by supervisors
- Answers and screens telephone calls; responds to calls from community members with concerns.
- Processes purchase orders.
- Maintains and files documents and records.
- Schedules the flow of work and office activities.
- Schedules interviews for candidates and responds to applicant questions.
- Responds to inquiries, prepares materials, orders materials, and processes purchase orders and quotes, creates surveys, and analyzes data for various committees and purposes.
- Processes materials, files periodic reports, types and orders for Chapter I and II, I.A. Coordinator, Computer Coordinator, special allocations, Carl Perkins, and Gifted and Talented resource teachers.
- Keeps budget records for the Assistant Superintendent for Teaching and Learning, special allocation, Carl Perkins, summer school and summer curriculum.
- Types summer curriculum contracts and records committee members hours for payment.
- Make reservations for speakers.
- Processes staff time sheets and conference reimbursements submitted to the Assistant Superintendent and Directors of Student Services and Special Education.
- Performs other duties as assigned by the Assistant Superintendent for Teaching and Learning, and Directors of Student Services and Special Education.
Priorities & Project Management
Meetings & Routines
Travel
Knowledge, Skills, and Abilities:
- Direct and/or plan activities of others.
- Ability to organize and establish priorities.
- Ability to make reasonable independent judgements and decisions.
- Ability to function as a team member.
- Ability to handle confidential matters properly.
- Ability to work independently with minimal supervision.
- Ability to interact effectively with others.
- Demonstrate effective organizational skills.
- Exhibit strong public relating skills.
- Ability to perform repetitive or short cycle work.
- Communicate effectively with staff, students, parents, and other district residents.
- Influence people in their opinions, attitudes, and judgments.
- Work under specific instructions.
- Perform a variety of duties.
- Ability to attain precise set limits, tolerances, and standards.
- Perform effectively under stress.
- General office skills, including typing, filing, record keeping and data entry.
Working Conditions:
This job is performed primarily indoors, with the occasional need to attend meetings outside the building and/or in other district schools.
- High School diploma or equivalent required; Associates or Bachelors degree preferred.
- Minimum of 2 years experience demonstrating knowledge and skills in clerical functions and office procedures.
- Ability to communicate effectively and professionally, both orally and in writing
- Superior organizational skills with attention to detail, strong problem-solving skills, and the ability to work effectively as a part of a high-performance team
- Sound judgment in handling sensitive situations and confidential information with integrity and professionalism.
- Advanced computer skills, including a demonstrated proficiency in Google suite and Microsoft Office Suite
- Aptitude to quickly learn and become proficient with district-specific software, presentation and reporting software, data management systems and other technology-based or cloud-based systems
- Flexible, innovative approach to work in order to manage competing priorities in a fast-paced, time-critical environment
- Keyboard skills of 45 wpm with 95% accuracy
- Bilingual - Spanish/English Preferred
Candidate Requirements
- Cover Letter
- Resume
- Custom Questions