JOB TITLE: Executive Administrative Assistant
JOB SUMMARY: The executive administrative assistant will work directly with the superintendent of schools; centralize and manage the superintendent’s schedule and appointments both internal and external; prepare and communicate board preparation and projects; create, distribute, and monitor all district communication and media platforms; ensures continuity of operations by functioning as the back-up for the District Registrar, carrying out key duties during scheduled or unscheduled Registrar absences.
EMPLOYEE CATEGORY: Classified
FLSA STATUS: ?Exempt ?Non-Exempt
EMPLOYMENT HANDBOOK: Classified Handbook
WORK PERIOD: 12 month position
REPORTS TO: Superintendent
WORKS WITH: Technology Director, Human Resource Manager, Business Manager, all administrators, classified staff, certified staff, and support staff.
POSITION REQUIREMENTS:
EDUCATION LEVEL: High School Diploma, 2-year degree preferred and/or experience in office management.
SKILL LEVEL: Exhibits excellent verbal and written communication skills; excellent interpersonal and conflict resolution skills; excellent organizational skills and attention to detail; strong analytical and problem-solving skills; ability to act with integrity, professionalism, and confidentiality; knowledge of or ability to learn policy and state and federal laws; proficient with Microsoft Office Suite; proficiency with or ability to learn organizational software.
PHYSICAL REQUIREMENTS: Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use phone and computer; see and read computer screen and printed material with or without visual aids; hear and understand speech at normal office levels and on phone; and, to bend, stoop, climb stairs, walk and reach overhead. Must have the ability to lift and move boxes and equipment up to 20 pounds.
WORKING ENVIRONMENT: Usually works indoors in a climate controlled environment. Some duties may occasionally be performed outdoors or away from school.
TEA AREA BEHAVIORS OF EXCELLENCE:
1. Ability to embrace the organization’s mission.
2. Be responsible and follow through with important actions.
3. Do the right thing even when no one is looking.
4. Maintain confidentiality and respect privacy at all times.
5. Ability to establish and maintain effective interpersonal relationships.
6. Work together in a supportive manner by being dependable, trustworthy and flexible.
7. Take personal ownership to improve.
8. Communicate with sincerity, honesty and respect.
9. Maintain a high degree of professionalism.
DUTIES AND RESPONSIBILITIES:
1. Demonstrates regular, timely, in-person attendance.
2. Meets and interacts with district employees, parents, public, and news media in routine and unique situations. Interacts with others with tact, discretion, and courtesy.
3. Practices acceptable communication skills for daily transacting of information through telephone conversations, personal contacts and mailings with all office and outside sources.
4. Performs general office duties such as word processing, data entry, copying, answering phones, etc. to maintain smooth operation of the District and Superintendent’s office.
5. Maximizes utilization and effective management of the Superintendent’s time in a confidential and professional manner.
6. Maintains the specific and general files for the Superintendent’s office, board committees, and school committees. Compiles, develops, and formats communication platforms.
7. Assists in the preparation of proposals, reports, data research, and other projects as necessary to support district operations, as well as, meet all legal requirements and mandates as requested.
8. Assists and prepares for school board meetings.
9. Maintains District policy manual.
10. Attends committee meetings and other meetings as directed and prepares, distributes, and maintains the official records of these meetings.
11. Communicates and facilitates the organization of district level projects and initiatives.
12. Maintains and proactively interacts on District social media.
13. Ensures continuity of operations by functioning as the back-up for the District Registrar, carrying out key duties during scheduled or unscheduled Registrar absences. Key duties included:
Organizes, supports, and ensures compliance with district policy and state and federal law in identification and service support for public school exemptions, homeless, migrant, foster, ELL, military, and all identified categories as identified by the South Dakota Department of Education.
Files and maintains records and/or reports pertinent to student services and support.
Organizes, prepares, and completes federal, state, and district-level reports concerning students and their educational records.
14. Maintains accurate, complete and correct records as required by law, District policy, and administrative regulation.
15. Continues personal professional growth and upgrading of skills. Completes all trainings and other compliance requirements as assigned by designated deadline.
16. Respects and practices confidentiality both in and out of school with regard to records, activities, and communications relating to all students, parents/guardians, and staff.
17. Performs other duties as assigned.
DISCLAIMER: The preceding description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. These may be changed, added or deleted at any time with or without notice. Personnel may be required to perform duties outside the scope of their normal responsibilities if needed. The Tea Area School District reserves the right to revise this description at any time.
The District does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, physical or mental disability, marital status, genetic information, or any other characteristics protected by federal, state, or local law, ordinance, or regulation. |