Executive Assistant

Loudoun County Public Schools • Leesburg, VA

2d • Onsite

About The Position

This is specialized clerical and administrative support work performed in a School Division central office. An employee in this class performs varied and responsible office operations requiring well-developed office skills. An employee in this class typically provides administrative support to an Assistant Superintendent or equivalent; and serves as the main contact and office support for the assigned department. The work encompasses a range of office activities, including producing complex documents, preparing and communicating information to other parties, arranging events, and maintaining and monitoring accounts and expenses.

Requirements

• High School Diploma or GED
• Experience performing a variety of specialized and general office tasks with deadlines and long-range projects, simultaneously
• Proficient knowledge of modern office practices and procedures as applied to the organization and implementation of office systems and procedures; effective techniques of office management; the use of full function word processing software and standard office database software; standard office appliances including desktop PCs, standard office software, scanners, printers, photocopiers, and facsimile machines
• Ability to organize and manage office operations for a major organization department of the School District; to perform specialized office and administrative support work accurately and quickly; to communicate effectively; to work cooperatively with others; to work under pressure and/or frequent interruptions
• Ability to take initiative and to handle new duties with limited direction; ability to determine and set work priorities, maintain confidentiality, work independently, and work effectively during periods of heavy workloads; ability to work and respond calmly and efficiently when under pressure
• Ability to assist in the coordination of events, meetings, and committees
• Strong customer service orientation and functioning as primary first level point of contact
• Anticipates long range needs of the office and responds with initiative
• Strong organizational, communication and interpersonal skills

Responsibilities

• Prepares informational and administrative communications that are reproduced and distributed to others within the school system.
• Responds to inquiries from school staffs, central offices, parents, and outside organizations; answers inquiries within areas of authority and refers other calls to appropriate staff; as situations warrant, explains procedures and requirements to callers in order to resolve matters or to facilitate action.
• Maintains databases and enters, edits, and corrects data as necessary; produces reports, lists, summaries, and other documents from databases; as needed, creates databases using spreadsheet or database software.
• Posts and maintains accounts, entering data from financial transaction documents into computerized accounting spreadsheets or systems; monitors accounts and advises supervisors of account status; compiles lists, summaries, and other financial information as requested; orders supplies as necessary.
• Manages, updates, and inputs department information related to agenda items including policies, documents, and presentations in public portal.
• Produces complex documents (lengthy, containing graphics, tabular material, indexed), formatting documents according to established guides or as determined appropriate; corrects grammar and spelling; prints documents and arranges for mailing or distribution as necessary; maintains logs, appointment schedules, calendars, bulletin boards, reference files/materials, and other office records; prepares office forms and documents such as purchase orders, vouchers, requisitions, personnel actions, and time and attendance reports, and sends to appropriate units for response; maintains logs of such actions and follows up as necessary.
• Participates in arranging events, conferences, meetings, and other activities; assembles information, prepares informational materials, locates and organizes for necessary space and services; maintains related expense and activity files and records; makes travel arrangements, including hotel and travel reservations; prepares itineraries; processes expense reimbursements.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED