Executive Assistant to the Assistant Superintendent of Teaching and Learning, Directors of Student Services and Special Education

Hours can be 8:00am to 4:30pm (minus 30min unpaid lunch) or 7:30am to 4:30pm (minus 60min unpaid lunch).

Position Summary:

The Administrative Assistant to the Assistant Superintendent for Teaching & Learning and Directors of Student Services and Special Education performs organizational, coordination, planning, & managerial responsibilities necessary to accomplish the objectives of these roles. Responsibilities include prioritizing and executing complex, competing tasks; ensuring smooth workflow; coordinating meeting arrangements; taking and preparing informal & official minutes; querying & reporting data; excellent communication in person, in writing, or online; and setting the district standard for customer service. The position requires exceptional skills in all of the following areas: technology, project coordination, self-starting and self-managing, and the ability to work well with all levels of employees, including parents/guardians, business people, community members, and members of an elected School Board.

Communication

• Selects and uses the most appropriate method (in-person, voice e-mail, written, or social media) for courteous, effective, and timely communication of information
• Composes well-written correspondence, reports, website content, and e-mail messages for the Asst. Superintendent of Teaching & Learning and Directors for their own use
• Creates, proofreads, and edits communication to ensure it meets the highest standards of language use, clarity, and effectiveness
• Creates electronic, high-quality presentations on critical information for the Asst. Superintendent of Teaching & Learning and Directors to use in meetings with the School Board, administrators, and staff
• Screens, distributes, and posts mail for the Asst. Superintendent of Teaching & Learning and Directors
• Researches and drafts topics directed by supervisors
• Answers and screens telephone calls; responds to calls from community members with concerns.
• Processes purchase orders.
• Maintains and files documents and records.
• Schedules the flow of work and office activities.
• Schedules interviews for candidates and responds to applicant questions.
• Responds to inquiries, prepares materials, orders materials, and processes purchase orders and quotes, creates surveys, and analyzes data for various committees and purposes.
• Processes materials, files periodic reports, types and orders for Chapter I and II, I.A. Coordinator, Computer Coordinator, special allocations, Carl Perkins, and Gifted and Talented resource teachers.
• Keeps budget records for the Assistant Superintendent for Teaching and Learning, special allocation, Carl Perkins, summer school and summer curriculum.
• Types summer curriculum contracts and records committee members hours for payment.
• Make reservations for speakers.
• Processes staff time sheets and conference reimbursements submitted to the Assistant Superintendent and Directors of Student Services and Special Education.
• Performs other duties as assigned by the Assistant Superintendent for Teaching and Learning, and Directors of Student Services and Special Education.

Priorities & Project Management

Meetings & Routines

Travel

Knowledge, Skills, and Abilities:

• Direct and/or plan activities of others.
• Ability to organize and establish priorities.
• Ability to make reasonable independent judgements and decisions.
• Ability to function as a team member.
• Ability to handle confidential matters properly.
• Ability to work independently with minimal supervision.
• Ability to interact effectively with others.
• Demonstrate effective organizational skills.
• Exhibit strong public relating skills.
• Ability to perform repetitive or short cycle work.
• Communicate effectively with staff, students, parents, and other district residents.
• Influence people in their opinions, attitudes, and judgments.
• Work under specific instructions.
• Perform a variety of duties.
• Ability to attain precise set limits, tolerances, and standards.
• Perform effectively under stress.
• General office skills, including typing, filing, record keeping and data entry.

Working Conditions:

This job is performed primarily indoors, with the occasional need to attend meetings outside the building and/or in other district schools.