Administrative Assistant - Executive Learning Services

Douglas County School District•South Hanover Township, PA

About The Position

Office management and support for Executive Director/Chief Officer. Prioritizes and performs work independently, manages numerous and diverse tasks with confidentiality, self-motivation, problem solving, interpersonal and conflict resolution skills under continual deadlines, interacting with a broad range of personnel and public. Develops and promotes good community relations among various community and school clientele.

Requirements

Associate's Degree

Responsibilities

May monitor FTE staff allocations for general and grant budgets, consult with Budget, Human Resources, and Payroll departments to assure correct staff assignments within parameters of fiscal budget. May administrate Kronos. Monitor sick, personal, and medical leaves, verifies account codes and position numbers and complete District, State, and Federal reports.
Facilitate the coordination of workshops and other training. Provide account numbers for substitutes, prepare handouts and packets, make arrangements with caterer, coordinate room set-up, arrange for audio visual equipment, and facilitate registration.
Provide professional support to department/central office staff by serving as a resource person, assist with in-service training and informational meetings for District personnel, participate in departmental meetings, workshops and projects; collaborate with and support other secretaries in the department and assist with their responsibilities during absences.
Coordinate evaluations of certificated staff under the supervision of the Executive Director/Chief Officer. Schedule conferences, distribute copies of evaluations as appropriate; maintain personnel files for all staff assigned to Executive Director/Chief Officer.
May monitor deadlines, staff certification and end-of-year reports to U.S. Department of Education and the Colorado Department of Education and assist with District, State, and Federal report completion for department.
Compile, interpret, and disseminate District, State, and Federal rules, regulations, policies, and procedures to teachers, administrators, students, parents, and outside agencies, etc. regarding compliance procedure for the department’s programs.
Perform other related duties as assigned or requested.
Assist Executive Director/Chief Officer by maintaining calendar, daily schedule, appointments, typing memos, agendas, correspondence, gathering and organizing materials and data for meetings, arranging meeting locations, screening phone calls, answering questions from the public, agencies, and District staff, redirecting calls to proper person/agency when necessary.
Coordinate flow of communication and work to facilitate a smooth, effective and efficient operation of the department. Compile, process, and disseminate information for district-wide use. Exercise judgment in the absence of the Executive Director/Chief Officer; make decisions regarding situations that arise; know when to contact the Executive Director/Chief Officer when emergencies develop; always maintaining a high level of confidentiality in telephone, verbal and written communications; support the schools and students by assisting with maintaining the administrative organization and smooth operation of the office. Develop, organize, prioritize, prepare and monitor projects, reports and statistical data as assigned.
Assist with budget preparation and monitors department budget. May coordinate dissemination of Federal grants and funding.