POSITION TITLE: Executive Office Associate II
QUALIFICATIONS: Associate’s degree in secretarial, office systems/administration, business, accounting, or a related field. Bachelor’s degree preferred. Must have a minimum of five years Office Associate/Administrative Assistant experience at the Superintendent, Assistant Superintendent, Executive or Senior Director or equivalent level. Must have a comprehensive working knowledge of large urban public school system administrative operations. Must be highly competent in standard business office procedures, practices, and the operation of business office equipment. Exceptional communications, public relations and customer service skills required along with excellent organizational and planning skills. Must have the ability to establish and maintain effective working relationships with school administrators, central office staff, parents, and community and business representatives. Must possess the ability to work under pressure and effectively plan, organize and coordinate work independently. Must have some experience with budget development, tracking of expenditures and the processing of payment invoices. Must have experience with conference, workshop, executive level meeting planning, organization and implementation. Must have the ability to exercise tact, good judgment and initiative. Must be adaptable to changing priorities and able to successfully complete multiple assignments simultaneously. Considerable experience required with Microsoft Word, Excel, Access, PowerPoint and Internet and Intranet access.
PERFORMANCE EXPECTATIONS: Uses good judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices. Anticipates and prepares materials needed by the Associate Superintendent for conferences, correspondence, appointments, meetings, telephone calls, etc. and informs the Associate Superintendent on matters to be considered. Maintains the appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel as required. 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 the subordinate office(s) for periodic or special conferences, reports, meetings, inquiries, etc. Notes commitments made by Associate Superintendent during meetings and arranges for staff implementation. On own initiative, arranges for staff members to represent the organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations. Summarizes the content of incoming materials, specially gathered information, or meetings to assist the Associate Superintendent; coordinates the new information with background office sources; draws attention to important parts or conflicts. In the Associate Superintendent’s absence, ensures that requests for action or information are relayed to the appropriate staff member. Makes sure that information is furnished in timely manner; decides whether Associate Superintendent should be notified of important and/or emergency matters. Establishes and maintains effective working relationships with office staff, employees in other offices, departments, schools, government and community agencies and businesses. Performs other related duties as assigned.
GENERAL DEFINITION AND CONDITIONS OF WORK: Performs skilled clerical work in an office setting. Work requires frequent standing, sitting, walking and light lifting up to 10 pounds. Effective verbal and written communication skills for expressing or exchanging ideas, hearing to perceive information at a normal spoken word level and visual acuity for preparing and analyzing written or computer data.
REPORTS TO: Associate Superintendent
PAY SCHEDULE: Unified Pay Schedule, Pay Grade 116
LENGTH OF CONTRACT: 260 Days (12 months)