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Job Description

Executive Office Associate I

POSITION TITLE: Executive Office Associate I

QUALIFICATIONS: Associate degree in secretarial, office systems/administration, business, accounting, or a related field, and a minimum of five years office associate/assistant experience at the Assistant Superintendent, Executive Director, or equivalent level. Bachelor’s degree preferred. Must be highly competent in standard business office procedures. Must have the ability to quickly learn the operations of the office to which assigned. Must possess the ability to analyze and revise operating procedures to ensure proficiency. Strong public relations and customer service skills required. Exceptional verbal and written communication skills — via phone, email, and in-person required. Must be proficient in the use of English grammar and composition, spelling, punctuation, and proofing. Must be resourceful, detail oriented, and possess exceptional organizational skills with an ability to think proactively, prioritize, and multi-task. Must be experienced in exercising discretion and confidentiality with sensitive information. Must possess the ability to work under pressure. Must be experienced in budget development, tracking of expenditures and processing of payment invoices. Must have the ability to exercise tact, good judgment and initiative, and maintain effective working relationships with school administrators, central office staff, students, parents, and community and business representatives. Must be adaptable to changing priorities and able to simultaneously and successfully complete multiple assignments. Experience with Microsoft Word, Excel, PowerPoint, and Internet and intranet access required.

PERFORMANCE EXPECTATIONS: Uses good judgment and initiative to determine the approach or action to take in non-routine situations. Maintains confidentiality. Interprets and adapts guidelines, including written policies and practices. Anticipates and prepared materials needed for conferences, reports, appointments, meetings, telephone call, and informs on matters to be considered. Maintains the appointment schedule for planning and scheduling meetings, conferences, teleconferences, and travel. Organizes and maintains files and keep adequate records. Prepares special, or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc. under general direction. Requests information needed from other offices/schools for reports, meetings, inquiries, etc. Establishes appointment priorities, reschedules or refuses appointments of invitations. Takes and transcribes detailed minutes of meetings. Ensures that deadlines are met and work is completed correctly. In the absence of the Assistant Superintendent or Executive Director, ensures that requests for action or information are relayed to the appropriate staff member. Notifies the Assistant Superintendent or Executive Director of important and/or emergency matters in a timely manner. Acts as the point of contact between the Assistant Superintendent or Executive Director and internal and external clients. Establishes and maintains effective working relationships with office staff, employees in other offices, departments, schools, and agencies. Performs other related duties as assigned.

GENERAL DEFINITION AND CONDITIONS OF WORK: Performs skilled administrative support tasks in an office environment. Conducts work in a sitting position. Job requires frequent standing, walking, bending, stooping, light lifting up to 10 pounds and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately. Hearing is required to perceive information at normal spoken word level and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data.

REPORTS TO: Assistant Superintendent of Schools, Executive Director or designee

PAY SCHEDULE: Unified Pay Schedule, Pay Grade 114

LENGTH OF CONTRACT: 260 Days (12 months)

FLSA: Non-exempt