EXECUTIVE ASST

Orange County Public Schools-posted 10 days ago
Full-time • Mid Level
Orlando, FL
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This position generally reports to an associate superintendent or a senior management administrator at the same level as an associate superintendent. Under general supervision, the purpose of the position is to perform district-based duties associated with providing administrative support to senior level management. Employees in this classification function in an office administration capacity and perform a variety of duties including customer service, general office support including but not limited to complex technical word processing, report preparation and creation of power point presentations. This position also serves as a lead to other clerical/secretarial staff. Performs related work as directed.

  • Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
  • Coordinates and prioritizes work plans with senior management; schedules daily, weekly, monthly meetings and appointments, adjusts work plans to meet unscheduled events.
  • Initiates critical thinking in problem solving and decision making, as necessary and exercises good judgment in resolving customer service issues.
  • Serves as office lead to clerical/secretarial staff through the establishing and implementing of office procedures; conducting meetings with support staff and coordinating staff schedules to ensure office coverage.
  • Answers the telephone and screens calls; responds to emergency calls from departments/community; takes/relays messages or directs calls to appropriate personnel.
  • Prepares various forms and documentation upon request; may include researching data for the administrator through the Internet or other resources.
  • Maintains a filing system for records, reports and other documents.
  • Maintains, files, prepares, and transcribes correspondence, obtains appropriate signature where necessary.
  • Maintains departmental budgets including but not limited to preparation, analysis and research as needed.
  • Maintains property inventory records; assists in the selection of new equipment and furniture; coordinates equipment maintenance and files contracts.
  • Maintains office supplies inventory records; orders office supplies as necessary.
  • Sorts and distributes incoming mail; prepares outgoing mail with necessary postage; sends and receives e-mail, may respond, as needed, on behalf of the administrator.
  • Processes payroll and purchase orders for department using a mainframe for human resource, payroll, or other applications.
  • Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs.
  • Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, copy machine, or fax.
  • Ensures all outgoing and incoming communications are accurate, timely and appropriately distributed.
  • Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS.
  • Responsible for timely and accurate information they maintain as part of their job responsibilities.
  • Performs related duties as directed.
  • Associate’s degree with course work emphasis in secretarial science; supplemented by minimum five (5) years previous experience and/or training that includes bookkeeping, secretarial, and customer service; or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.
  • Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information.
  • Requires the ability to apply principles of persuasion and/or influence.
  • Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
  • Requires the ability to utilize a wide variety of reference and descriptive data and information.
  • Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
  • Requires ability to apply principles of rational systems.
  • Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.
  • Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
  • Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
  • Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
  • Tasks may involve extended periods of time at a keyboard or work station.
  • Some tasks require visual perception and discrimination.
  • Some tasks require oral communications ability.
  • Tasks are regularly performed without exposure to adverse environmental conditions
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