Executive Administrative Assistant, JTES

Executive SecretaryThe primary purpose of the Executive Secretary is to perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe and nurturing environment which promotes positive welfare for children.Reporting RelationshipsReports to the specific administrator they are assigned.Essential Duties and ResponsibilitiesThe list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the Building Administrator.Perform general office duties, including but not limited to telephone/email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records, and monthly reportsPlace, receive and screen telephone calls and record messagesUse computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various formsMaintain the organization and the general record keeping of the office, including but not limited to annual calendar preparation, budgeting and inventories (supplies, books, etc.)Participate in District activities as per supervisor requestRenew skills to meet those required by increased use of technology and/or the initiating of new policies, procedures, and practicesMaintain confidentiality with all District information, including District and school population informationAssist building population (students, parents, staff, and administrators) with building request and assigned tasksHandle inquiries/concerns from staff members or parents requesting appointments. Interact and listen to legitimate concerns and make appropriate referralsMaintain budget and accountsMaintain files for the Administrator ensuring that materials are properly marked and accessible for immediate useMaintain a schedule of appointments and make arrangements for conferences and interviewsUse a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or other dataMaintain calendar of appointments for the administrator, ensuring the administrator is apprised of all appointments and changes as well as matters requiring immediate attentionArrange appointments and meetings, and prepare materials for themPerform responsible clerical work in the maintenance of complex and confidential records and files, both manually and by use of the computerOpen, sort, and screen incoming mail and answer routine correspondence; routes remainder to appropriate partyPerforms other duties as assigned by Supervisor or designeeEducation/Experience RequirementsHigh school diploma requiredPost-high school professional training preferredExperience as a secretary or in similar position preferredRequires experience and skills with appropriate technologies (word processing, spreadsheet, presentation and webpage software, email, Internet as a reference/research tool)Cognitive/Communication AbilitiesPossess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, parents, students, support staff, co-workers and outside professional contactsPossess effective communication, judgmental, planning and human relation skillsAbility to manage work responsibilities and challenges in a fair, firm and equitable mannerAbility to recognize areas of concern and propose or recommend appropriate solutions to problemsAbility to work on multiple tasks and prioritize appropriatelyAbility to maintain efficient flow of work schedule and responsibilitiesStrong interpersonal, organizational and communication skillsMaturity and ability to deal harmoniously with all types of peopleDemonstrate ability to work under deadlines and to prioritize tasksAttend work related meetingsUse of discretion in handling of confidential informationMeet deadlines, stay organizedConcentrate on tasksPhysical DemandsTo successfully perform this position, a person must be able to perform each essential duty satisfactorily.

The qualification requirements listed above represent minimum levels of educational achievement, training, skill and/or ability necessary. As required under the Americans with Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Maintain stamina during the workdayUse hands to finger, handle or feel objects, tools or controls, and to talk and hearHave specific vision abilities; to include close vision and the ability to adjust focusNeed to occasionally move about inside the office to access file cabinets, office machinery, etc.Operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer.Usual lifting activity: Light, lifting up to 20 lbs. maximum and carrying objects up to 10 lbs.Requires occasional bending, pushing, and reaching (these activities are an essential part of the job at random intervals)Requires frequent standing, and walking (these activities are a usual and customary part of the job.)Requires constant hearing, seeing, and speaking (these activities are continually occurring as part of the job)Other RequirementsCurrent Act 34, Act 114 and Act 151 clearancesSchool Health Form (including physical and TB test)PDE Form 6004 and Act 168 disclosure forms