Executive Administrative Assistant I (226 Days)

Dallas Independent School District•Dallas, TX

1d•Onsite

About The Position

Coordinate the day-to-day functions of the department to meet the objectives of the area, department, alternative programs, and District while serving as the assistant to the Deputy Chief of Staff. Serve as the liaison between the Deputy Chief of Staff and other department leadership, providing information and instruction relating to the daily operations of the department and alternative programs. Organize and maintain routine office work, provide work direction for clerical staff and make arrangements for appointments, conferences, interviews and travel. Perform administrative duties including maintaining the department filing system, processing routine correspondence, placing and receiving telephone calls and recorded messages, typing documents and correspondence, and ordering and maintaining supplies. Discuss progress of projects and needs/concerns of departments heads with the Deputy Chief. Initiate, track, and submit all departmental bi-weekly and monthly payroll records. Generate requisitions for supplies and services as needed. Assist the budget manager with the budget preparation to meet District guidelines and goals. Maintain files on vendors, expenditures, payroll, and equipment distribution. Ensure the proper processing of all district forms and adherence to District Policy. Engage in on-site collaboration/interaction with department leadership, team members, customers, and stakeholders, ensuring effective communication and coordination across all organizational levels. Performs all other tasks and duties as assigned.

Requirements

Accredited High School Diploma or equivalent (U.S.A. Equivalency) required.
5+ years of experience required.
Ability in MS Office suite, proficient in word processing, databases, spreadsheets, and graphic applications.
Ability to complete assignments with minimal supervision.
Excellent written and oral communication skills.
Ability to manage multiple priorities simultaneously.
Ability to maintain accurate and confidential records.
Strong organizational, prioritization, communication, customer service, and interpersonal skills required to achieve the goals of the position.
Ability to interact effectively with all levels of district personnel.

Nice To Haves

Associate’s Degree preferred.
Knowledge of district organizations, operations, and administrative policies preferred.

Responsibilities

Coordinate the day-to-day functions of the department to meet the objectives of the area, department, alternative programs, and District.
Serve as the assistant to the Deputy Chief of Staff.
Serve as the liaison between the Deputy Chief of Staff and other department leadership, providing information and instruction relating to the daily operations of the department and alternative programs.
Organize and maintain routine office work.
Provide work direction for clerical staff.
Make arrangements for appointments, conferences, interviews and travel.
Maintain the department filing system.
Process routine correspondence.
Place and receive telephone calls and recorded messages.
Type documents and correspondence.
Order and maintain supplies.
Discuss progress of projects and needs/concerns of departments heads with the Deputy Chief.
Initiate, track, and submit all departmental bi-weekly and monthly payroll records.
Generate requisitions for supplies and services as needed.
Assist the budget manager with the budget preparation to meet District guidelines and goals.
Maintain files on vendors, expenditures, payroll, and equipment distribution.
Ensure the proper processing of all district forms and adherence to District Policy.
Engage in on-site collaboration/interaction with department leadership, team members, customers, and stakeholders, ensuring effective communication and coordination across all organizational levels.
Perform all other tasks and duties as assigned.