Executive Assistant

DeSoto ISD Job Description Job Title: Executive Assistant, Communications Contract Days: 226 Reports to: Executive Director of Communications Dept./School: ISC-Communication Pay Grade: PARA 06 Wage/Hour Status: Non-Exempt Funding Source: Local Revision Date : October 2024 Primary Purpose: Coordinates and provides high -quality administrative support to the Executive Director and Communications team. Qualifications: Education/Certification: High school diploma or equivalent Post-Secondary training Special Knowledge/Skills: • Strong written verbal and verbal communication skills • Excellent organizational skills • Experience in school district procedures • Excellent clerical skills • Knowledge of off ice procedures • Experience with Microsoft Office software • Excellent communication and interpersonal skills • Ability to maintain confidentiality Experience: Up to three years of clerical experience Major Responsibilities and Duties: • Executive administrative leadership and office management • Budget monitoring and management in collaboration with the Communications Officer • Open records manag ement in collaboration with the Communications Officer • Event planning support and coordination in collaboration with the Communications Officer and team. OUR VISION To inspire curiosity and consciousness, develop character, build courage, and nurture compassion OUR MISSION To ensure students, without exception, learn and grow at their highest levels OUR VALUES Every Student We hold an unwavering belief that every student can achieve success and our students' best interests drive our decisions, actions and behaviors. Unconditional Belonging Together, we are responsible for cultivating a community where everyone feels they belong and are respected, cared for and safe. Courageous Learning We seek growth, challenge and innovation and embrace risk-taking as a necessary part of every person's learning journey. Relentless Equity Each person has access to the resources and opportunities that meet their individual needs in a way that allows them to leverage their greatest strengths. Collective Excellence We foster integrity, accountability and hold high expectations of ourselves as we support each other and collaborate towards our vision. Community Greatness We are grounded in our connection, pride and partnerships with our communities. Through our collec tive strength, we support people to do and be their best. Administrative Duties: • Manage complex office administrative work requiring the use of independent ju dgment and initiative • Strong written verbal and verbal communication skills to support the Communications Officer and departmental work. • Inventory supplies and equipment and initiate requisitions as needed to maintain the efficient and economical operation of the office. • Plan for the utilization of the time during the day to accomplish the tasks • assigned and to meet deadlines. • Assist in gathering and recording information for reports and records. • Coordinates and provides high -quality administrative support to the Communications Officer and team. • Complete details regarding meetings, including scheduling, making arrangements, contacting participants, preparing programs, and attending to serve as reco rder. • Arrange details for professional travel for staff. • Cooperate with other staff members and communicate effectively to contribute to the overall effectiveness of the operations within the Communications offices. • Maintain accurate records and bookkeepin g with department budgetary procedures. • Establish and maintain effective communication with principals, teachers, support staff, and community members. • Assume personal responsibility for enhancing competencies through staff development, workshops, and/or r eading of current literature. • Initiate procedures to modify performance, as deemed necessary, based on self -analysis of actions and feedback from staff members. • Perform other duties as assigned. Budgetary Support Duties: • Manage tracking of departmental budget following district policies and procedures for purchasing and other financial transactions • Coordinate with the Communications Officer and the district business office to manage and execute the budgetary activity follo wing the guidance of the Communications Officer • Maintain records regarding budgetary activity including dedicated files for events, campaigns or other projects related to the work of the Communications Department. • Attend district meetings and training sess ions regarding district business protocols and procedures Open Records Support Duties: • Manage tracking of open records management activities • Coordinate with the Communications Officer and the district offices to collect responsive data • Support review, pr oduction and distribution of records • Attend annual training sessions regarding open records management Event Planning Support Duties: • Support Communications Officer and team in event planning and management including but not limited to decor, preparation of printed materials, logistics planning and coordination • Support ordering and organization of supplies and materials related to event planning • Support event set up and breakdown of district and departmental events and activities Supervisory Responsibilities: None Equipment Used: Personal computer, printer, calculator, fax machine, other general office equipment Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Must maintain emotional control and exercise reasoning and problem solving skills while under stress. Must demonstrate ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision -making. Frequent in -district and occasional in -state or national travel. Occasional prolonged and irregular hours and heavy lifting. Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety. The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perfor m the essential functions. DeSoto ISD does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age disability, military status, or on any other basis prohibited by law. Employment decisions will be made on the basis of each applicant's job qualifications, experience, and abilities. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsi bilities and duties that may be assigned or skills that 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. Approved by Date Reviewed by Date