Executive Assistant (Chief Schools Officer)
Office of the Chief of Schools

Central Office

Job Number: 4600166355

Start Date:

Open Date: 10/29/2018

Closing Date:

Job Summary
Performs a variety of responsible and complex administrative, technical and secretarial duties for the Assistant Superintendent, Associate Superintendent of Schools, Chief Financial Officer, Chief Operating Officer, Chief of Staff, Chief Talent Development Officer, General Counsel, Superintendent of Schools or School Reform Commission member. Works on issues of a highly confidential and/or sensitive nature. Handles matters related to the coordination of office functions and services, and managing office operations. Serves at the pleasure of the executive management staff member to whom they are assigned.
Essential Functions

• Handles matters of a highly confidential and/or sensitive nature for executive management staff.
• Coordinates all office functions and services.
• Responds to public inquiries on the telephone and in person; provides information on School District policies and procedures; researches various issues which may involve contacting internal and external sources; coordinates activities between functions/departments to facilitate problem resolution.
• Prepares draft agendas for meetings for review; disseminates agendas to meeting participants with appropriate backup materials.
• Handles all mail and correspondence for superior including confidential documents; prepares correspondence for signature of superior.
• Schedules appointments and meetings for superior; coordinates schedules with meeting participants and arranges accommodations.
• Prepares, maintains and updates system data and produces a variety of reports and financial statements.
• Prepares various forms including accounting and fiscal statements, records and vouchers.
• Performs incidental general office/secretarial duties such as, but not limited to, word processing, faxing and copying.

Other Functions

• May train and/or supervise subordinate clerical/secretarial staff.
• May determine the need for and prepare requisitions for services such as maintenance, repair and supplies.
• May prepare slide and overhead projector presentation materials.
• May coordinate all travel arrangements, including hotel and automobile rental reservations.

Minimum Requirements

• High school diploma or equivalent.
• Five years of full-time, paid, secretarial or administrative support experience which has included the use of a personal computer to maintain records and prepare correspondence, reports and spreadsheets.

Knowledge, Skills and Abilities
Demonstrated knowledge of:

• office practices and procedures.
• word processing software applications.
• spreadsheet software applications.

Thorough knowledge of:

• the operation and maintenance of standard office equipment.
• English language usage, spelling, and grammar.

Ability to:

• type from a clear copy at a speed of not less than 60 net corrected words per minute.
• perform varied mathematical computation accurately and quickly.
• perform secretarial and clerical duties with speed and accuracy.
• follow written and verbal instructions.
• communicate effectively, both orally and in writing.
• establish and maintain effective working relationships.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Additional Job Information: This is a non-represented position. The salary grade for this role is 4023.

Interviews may be conducted to determine how well a candidate meets the established criteria. Note that not all qualified candidates may be selected for an interview. Additional factors including the ability to follow directions, punctuality and professional conduct will be considered in part of the evaluation process. The selected candidate must have no anecdotal record on file and have not been subject to any disciplinary action within the past eighteen (18) months, and have an excellent record of attendance and punctuality during the last three (3) years (defined as no more than eighteen (18) occasions of lateness or absence for personal illness in the last three years (3) years with the exception of one extended long-term absence.