CLERK - ADMINISTRATIVE ASSISTANT TO CHIEF OF OPERATIONS

Job Title: Clerk - Admin Assistant to Chief of Operations Wage/Hour Status: Exempt

Reports to: Chief of Operations

Pay Grade: Clerical Pay 9

Dept. / School: District Operations

Days: 227

Primary Purpose:

The goal is to perform work as needed or directed by the Chief of Operations or other administrators in the department.

Education / Qualifications:

• High school diploma or GED
• Bilingual preferred

Experience:

• Administrative Assistant experience

Special Knowledge/Skills:

• Must be able to type, operate 10 key and general office skills
• Computer skills are required: Must have working knowledge of Adobe Acrobat, Microsoft Office, Excel, Power Point, and able to learn any ECISD software data entry
• Effective organizational, communication and interpersonal skills
• Ability to develop spreadsheets, databases
• Must be able to communicate with school personnel
• Must be able to follow instructions from Chief of Operations
• Must keep filing up to date on a daily/weekly basis

Major Responsibilities and Duties:

• Greet staff and visitors and assist in meeting their needs.
• Respond in a knowledgeable and courteous manner to telephone inquiries.
• Relay messages.
• Make referrals back to campuses and other departments.
• Make telephone calls and maintain record of all phone calls.
• Maintain Supervisor's calendar, schedule appointments and meetings.
• Type correspondence/memorandums and maintain files of such.
• Maintain record of all incoming correspondence/mail.
• Audit budget transfer request forms for campuses and distribute approved copies to appropriate department.
• Maintain department Budget and make annual recommendations.
• Assist with special projects.
• Type, compile and distribute as necessary.
• Annual preparation of Employee Handbook
• Prepare contracts, resolutions and inter-local agreements and maintain files for such.
• Notarize official documents as required.
• Prepare and maintain payroll records.
• Maintain current and inactive files/records.
• Type, compile and distribute information for staff meetings.
• Attend meetings as required to record minutes.
• Prepare presentation materials such as graphs, charts, spreadsheets, and overheads.
• Prepare necessary information for Board meetings and attend such meetings as required to record minutes and make arrangements for meals/snacks as needed.
• Assist with the District Continuous Improvement Team meetings, take notes of minutes, and make arrangements for meals/snacks as needed.
• Assist the Secretary to the Superintendent and Board of Trustees as needed.
• Assist in compiling the online monthly Board of Trustees Agenda Booklet and attend meetings as needed.
• Assist with the preparation of the weekly Superintendent's Update to the Board of Trustees as needed.
• Make all travel arrangements and audit Travel Reimbursement claims.
• Maintain department webpage.
• Perform other miscellaneous secretarial duties as required by the Associate Superintendent and Executive Director for District Operations

Supervisory Responsibilities: NA

Mental Demands/ Physical Demands/ Environmental Factors:

• Maintain emotional control under stress. Occasional prolonged or irregular hours may be required

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand and attest to the above description and funding relating to my daily activities.

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