Job Description

Title:   EXECUTIVE ASSISTANT - IMPACT AID ASSOCIATE

Position Type: Non-Exempt

Primary Function:

Performs a variety of complex and routine office procedures using word processing, typing, clerical, organizational, financial/bookkeeping, and computer skills with minimum supervision; works independently; self-motivated. Works with a more complex level of accounts and supporting financial data. Responsible for conducting the annual federal impact aid survey of all students.

Minimum Qualifications:

• High school graduate or equivalent and additional business/secretarial courses
• Two to three years’ secretarial experience in progressively responsible positions, preferably in a school system, or any equivalent combination of training and experience, which would provide the acceptable knowledge, abilities and skills, as, evidenced in the following performance responsibilities.

Knowledge, Skills and Abilities:

• Thorough knowledge of standard office practices, equipment, and document formats.
• Considerable knowledge of School Board policies and administrative and clerical procedures, which apply to assigned school operations; ability to make decisions in absence of supervisor and to handle some administrative duties.
• Skilled in use of word processing and spreadsheet software as exhibited by use of beginner and intermediate level program functions; initiative/ability to learn other microcomputer programs as required.
• Ability to interpret and apply policies and to quickly learn procedures used to report information and maintain records.
• Ability to organize significantly large volumes of information both electronically and in the form of survey instruments/forms.
• Ability to communicate orally and in writing and to plan and manage assigned functions and staff.
• Ability to use standard proofreading symbols on edited work and to use shorthand, speedwriting, or a comparable note taking technique is desirable.
• Ability to establish and maintain effective working relationships with others and to deal with the general public in a pleasant and effective manner on the telephone and in person.
• Ability to meet deadlines.

Performance Responsibilities:

• Prepares routine and complex documents in proper form; composes communications relating to general and specialized work of assigned departments.
• Assists supervisor by accepting delegated tasks, coordinating meeting and travel arrangements and by determining work, which may be delegated to other clerical personnel.
• Supervises the process or personally prepares, distributes, and tracks various forms including work orders, purchase requisitions, purchase orders and purchasing card (p-card) transactions.
• Monitors and verifies department budget using computer spreadsheet program and maintaining a ledger if required and keeps accurate records of department activity accounts from which a monthly balance sheet and an annual audit can be made.
• Completes the annual federal impact aid survey of all students including but not limited to updating the survey instrument, printing survey forms with demographic information filled in, trains new secretaries and principals and retrains secretaries and principals as necessary each year, distributes the survey forms to schools, supports school staff to ensure forms are completed correctly, responds to parent/guardian questions and concerns, coordinates with individual military base liaisons, performs progress checks throughout the process, audits 100% of forms, counts 100% of forms, organizes forms in preparation for federal audit, completes appropriate tables as part of the federal impact aid application, and answers all questions and responds to all issues found in periodic federal audits.
• Uses microcomputer programs required to accomplish assigned work and gathers and compiles data necessary for preparation of reports and maintains confidentiality of reports, records, correspondence, and communications.
• Initiates and maintains files in a manner that ensures both easy access to information and compliance with the Records Retention and Disposition Schedule, General Schedule No. 21, Public School Records.
• Performs other duties as assigned.

Working Conditions & Physical Requirements:

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 accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

Reports to:

Director of Information Technology

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

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

11/4/2024