Executive Secretary (Internal Applicants Only)

Page 1 of 3 Revised by Sept. 2025

Para-Professional -Job Description

Job Title: Executive Secretary Pay Grade: SA 9 Min $39,957/Mid.$49,937/Max. $59,917

Reports To: Asst. Superintendent FLSA Status: Non-exempt

Dept./School: Student Services Minimum Duty Days: 226 days Primary Purpose: Ensure the efficient operations of an administrative department and provide secretarial services to the department Asst. Superintendent. Work under general supervision. Handle confidential information professionally with all levels of district employees, parents, students, outside entities and the general public. The job of the Executive Secretary requires strict confidentiality of information.

Minimum Requirements:

• High school diploma or G.E.D. from a school recognized by the Texas Education Agency/Texas Private School Accreditation Commission
• Four years of administrative secretarial experience, within a public-school setting involving preparation and management of public documents and records.
• Proficient skill-based competencies required to satisfactorily perform the functions of the job including effective and accurate operation of standard office equipment, proficient knowledge and use of pertinent software applications (e.g. Microsoft Office Suite, Board Agenda Submission System, Workflow, word processing, and file maintenance).
• Proficiency in written and oral communication in the English and Spanish Language.

Preferred Requirements:

• Associates or Bachelor degree from an accredited institution.

Special Knowledge/Skills:

• Demonstrated ability to work effectively and harmoniously with all district staff, board members, parents, students and general public.
• Demonstrated ability to communicate effectively both in written form and orally.
• Knowledge of school district organization, operations, and administrative policies.
• Excellent organization, communication, and interpersonal skills.
• Possess technical skills necessary to perform essential job requirements such as email, correspondence and power point presentations, Word, Excel, PowerPoint, Board Agenda Submission System, Workflow, Frontline, Skyward and any other systems the district is utilizing.
• Ability to assume responsibility without direct supervision, exercise judgment and make decisions within the scope of authority.
• Ability to communicate with the public pleasantly both in person and by telephone.
• Demonstrate a professional disposition and demeanor to work with integrity, ethical perspective and loyalty to the Superintendent, Board of Trustees, and school system.
• Ability to work under pressure.
• Excellent organization, communication, and interpersonal skills. Page 2 of 3 Revised by Sept. 2025

Major Responsibilities and Duties:

1. Prepare correspondence, memoranda, and reports for Asst. Superintendent, including but not limited to agendas, minutes, policies, bulletins, reports, legal notices, memos, etc.
2. Works collaboratively with other district administrators and staff to compile and prepare reports as needed including executive summaries, monthly department reports, confidential reports, presentations, and other documents.
3. Prepares all presentations and documents for submission at board meetings.
4. Attend all committee and regular board meetings and take notes for preparation of minutes.
5. Schedules, prepares, and organizes appointments, trainings, meetings, and maintains staff schedules and calendars and district calendar of events.
6. Coordinate travel arrangements, itineraries, and accommodations for department administrators as needed, including hotel reservations, conference registration, travel reconciliation, etc.
7. Manage and monitor reports, documents, and outgoing assignments requiring the Asst. Superintendent's signature; and ensure all documents have been reviewed and approved by the appropriate department directors and returned in a timely fashion.
8. Maintain manual and electronic documents, files, and records (e.g. contacts, time sheets, legislative information, databases, website, etc.), department website for the purpose of providing up to date information and historical reference in accordance with established administrative guidelines and legal requirements.
9. Prepare purchase orders requisitions, work orders, budget transfers, expense report and other workflows for the department.
10. Respond accordingly to telephone calls, take reliable message and route messaging to appropriate staff.
11. Receive and assist all visitors, district staff, parents, and students.
12. Receive, sort, and distribute mail and other documents to department staff.
13. Oversee the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion with established guidelines and comply with all state and district policies and regulations.
14. Maintain strict confidentiality at all times.
15. Dress professionally and appropriately at all times.
16. Performs such other duties as may be assigned.

Equipment Used: Personal computer, email, scanner, printer, copier, fax machine and phone system.

Working Conditions:

• Work prolonged or irregular hours, including weekends
• Maintain emotional control under stress
• Work with frequent interruptions
• Moderate lifting and carrying
• Possible exposure to biological hazards
• Prolonged sitting, standing, and walking
• Prolonged use of electronic equipment

Page 3 of 3 Revised by Sept. 2025

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 hereby acknowledge that I have received a copy of my job description and understand its content.

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