Job Description

Title:   EXECUTIVE ASSISTANT - STUDENT SERVICES

Position Type: Non-Exempt

Primary Function:

Performs a variety of complex and routine office procedures using word processing/spreadsheet, 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 for the Student Services Department.

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.
• Satisfactory performance on the “Secretary Skills Test” for the Secretary III level

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 department operations.
• Meticulous attention to detail and ability to perform multiple tasks with accuracy and efficiency.
• 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 computer programs as required.
• Excellent analytical skills and ability to interpret and apply policies while quickly learning procedures used to report information and maintain records.
• Demonstrates initiative and learns independently.
• High level of integrity and ability to maintain confidentiality of information.
• Creates and maintains records in accordance with federal, state, and local policy.
• Ability to proof documents for correct spelling, grammar, syntax, and formatting with division policy.
• Writes, updates, and disseminates scheduled and unscheduled informational and regulatory memoranda.
• Knowledge of basic bookkeeping/accounting procedures, standard office practices and equipment.
• Ability to communicate orally and in writing, as well as interpret and apply policies and procedures.
• Ability to establish and maintain cooperative working relationships and interact with the general public.
• Good organizational and time-management skills; ability to plan and manage assigned functions and meet deadlines.
• Ability to lift, carry, push, and/or pull moderate amounts of weight and stand for prolonged periods for event support and materials management.

Performance Responsibilities:

• Provides clerical and financial support to the Director of Student Services and student services department personnel. Prepares and tracks departmental communications and policy requirements.
• Purchases for assigned budgets using division issued p-card, check requests, or purchase orders while adhering to all procurement guidelines.
• Monitors and verifies multiple division wide program budgets using a computer spreadsheet program to provide spending reports as needed.
• Uses working knowledge of instruction grants to carefully fulfill purchasing and spend-down requirements while meeting grant deadlines.
• Assists student services department staff and SBO attorney with purchase agreements and contracts with vendors.
• Prepares correspondence, forms, handbooks, schedules, and contact lists.
• Collaborates with teams to plan and execute division-level events.
• Uses knowledge of School Board policies and administrative and clerical procedures to make decisions in the absence of supervisor and handles some administrative duties.
• Manages material purchases at the division level to include receiving at warehouse, distribution to schools, and inventory requirements.
• Gathers and compiles data necessary for preparation of reports.
• Plans and coordinates meetings; makes travel/conference arrangements, as needed.
• Initiates and maintains files in a manner that ensures both easy access to information and compliance with the Records Retention and Disposition Schedule, Schedule No. 21, Public School Records.
• Initiates and receives telephone calls and emails in a courteous manner, taking accurate and complete messages or relays call to appropriate person.
• 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 Student Services

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.

2/18/2025