Executive Asst

Orange County Public Schools•Orlando, FL

2d•Onsite

About The Position

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 including customer service, general office support, including but not limited to complex technical word processing, report preparation, and creation of PowerPoint presentations. This position also serves as a lead to other clerical/secretarial staff. Performs related work as directed.

Requirements

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
Any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Responsibilities

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.
Attends meetings and takes minutes; transcribes and disseminates minutes to executive staff; prepares agenda for staff meetings.
Completes inquiry forms; analyzes, resolves, and distributes for resolution; prepares various forms and documentation upon request.
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.
With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
Responsible for timely and accurate information they maintain as part of their job responsibilities.
Performs related duties as directed.