Executive Administrative Assistant (Internal applicants)

Florence School District 1•Florence, SC

About The Position

Under occasional supervision, performs secretarial and clerical duties of moderate variety and complexity to maintain effective and efficient office operations. To assist and manage clerical tasks for the Assistant Superintendents so that maximum time may be devoted to administrative tasks concerned with operating the district’s schools.

Requirements

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc.
Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
Must be able to lift and/or carry weights of five to ten pounds.
Requires the ability of speaking and/or signaling people to convey or exchange information.
Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc.
Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.
Requires the ability to speak with and before others with poise, voice control and confidence.
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.
Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.
Must have the ability to comprehend and interpret received information.
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions.
Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time.
Must be able to use practical applications of fractions, percentages, ratio and proportion.
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Requires the ability to coordinate hands and eyes using office machinery.
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc.
Must have minimal levels of eye/hand/foot coordination.
Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Requires High School Diploma, preferred vocational/technical diploma in business administration, secretarial science or related field supplemented by five or more years of secretarial experience in a public school or district office, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Must be able to type rapidly and accurately.

Responsibilities

Composes and/or types memos, letters and reports.
Take and transcribe notes and/or meeting minutes.
Perform receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
Performs general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.
Assist with maintaining, storing, and scanning student current and historical records.
Serve as the district textbook coordinator.
Assist communicating parent notification letters following administrative hearings, appeals, or other meetings.
Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.
Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution.
Attends and/or makes arrangements for meetings or special events as requested.
Assists supervisor and other staff persons with special projects as assigned.
Uses a computer to record and retrieve information and to prepare reports, documents and correspondence.
Updates and maintains various databases.
Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc.
Operates a variety of equipment such as a computer, printer, copier, fax machine, recording equipment, paper shredder, audio-visual equipment, calculator, telephone, etc.
Makes arrangements for office equipment maintenance and repair as needed.
Interacts and communicates with various groups and individuals such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service repair persons, and the general public.
Performs related duties as required.