Executive Administrative Assistant
- Employer
- Frederick County Public Schools, VA
- Location
- Winchester, VA, US
- Salary
- Competitive
View more categoriesView less categories
- Job Category
- Support Staff, Secretarial / Clerical
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Summary Description:
This position provides administrative assistance to the Superintendent in supporting the operation of the school division and serves the Superintendent in all areas of clerical/administrative support, to include working independently to manage all responsibilities of the office.
Qualifications:
Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.
Executive Administrative Assistant Grade C10 Salary Scale (credit is based on years of full-time experience in a related position)
Assignment:
Full time / 12 months / 245 days
Start Date:
This position is effective January 1, 2025
This position provides administrative assistance to the Superintendent in supporting the operation of the school division and serves the Superintendent in all areas of clerical/administrative support, to include working independently to manage all responsibilities of the office.
Qualifications:
- Six years of increasingly responsible secretarial experience including four years of experience as a secretary to a key administrator preferably within a similar setting
- High School Diploma required; any combination equivalent to an A.A. degree in office management or business administration highly preferred
- Notary Public
- Knowledge of office management, business practices, files and record keeping systems
- Knowledge of proper language usage, grammar, and spelling
- Knowledge of public administration, supervisory principles and public relations
- Exhibit high level of professionalism, tact, confidentiality and discretion with information and communications received and given
- Perform a wide variety of responsible, administrative tasks; coordinate work proactively and anticipate upcoming meetings and deadlines
- Understand and follow intricate oral and written instructions
- Change and adapt office procedures and details to changing needs and requirements
- Meet and deal effectively with officials, administrators, teachers, parents, and the public
- Keyboard at 65 words per minute; ability to take shorthand, brief hand, and machine or computer dictation at 100 words per minute preferred
- Possess computer literacy to include skill in Word, Powerpoint, Excel, Adobe Acrobat DC, Google Mail/Calendar, and Munis (preferred)
- Communicate effectively, orally, and in writing
- Compose correspondence effectively and independently
- Manage priorities and remain flexible and calm in a fast changing environment
Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.
- Organizes and coordinates workflow through the Superintendent's office.
- Coordinates preparation and assembly of materials, agendas and packets required for School Board meetings.
- Plans, organizes, prioritizes and executes complex administrative and/or research projects, communication, and functions as assigned by the Superintendent.
- Independently composes correspondence reports, memos, and other materials for the Superintendent
- Schedules appointments, cabinet meetings, principal meetings, and other meetings and conferences for the Superintendent; makes necessary arrangements for meetings; follows up after the meetings with appropriate documentation as directed.
- Organizes and maintains files for the Superintendent's office and the School Board, and supervises maintenance of general files and records for the division.
- Communicates advice and instructions from the Superintendent to others in the division and the schools.
- Acts as liaison between the public and the Superintendent as necessary.
- Transcribes minutes of meetings, conferences, and policy-making bodies as directed; takes confidential dictation.
- Assists in establishing the proper atmosphere for the Superintendent's office.
- Receives mail, routes letters, information, circulars and other items to cabinet members as appropriate.
- Receives incoming calls and visitors to the Superintendent's office, directs callers to the appropriate persons; makes appointments for the Superintendent as directed.
- Interprets and applies division policies, rules, regulations, procedures, and laws.
- Maintains records in compliance with appropriate records retention schedules.
- Prepares requisitions, vouchers, and other budget data; performs bookkeeping work as assigned
- Understands the community and division operations as necessary to carry out assigned responsibilities.
- Establishes and maintains effective working relationships with staff and with the general public.
- Serves as Deputy Clerk of the School Board in absence of Clerk of the School Board.
- Performs other comparable duties of a like or similar nature as assigned.
Executive Administrative Assistant Grade C10 Salary Scale (credit is based on years of full-time experience in a related position)
Assignment:
Full time / 12 months / 245 days
Start Date:
This position is effective January 1, 2025
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