Executive Assistant (District Wide

Executive Assistant

Richland County School District One, South Carolina Classification Description Classification

Title:

Executive Assistant FLSA:
Non-Exempt Salary Range: $47,000 - $66,000

General Statement of Job Under limited supervision, performs a variety of complex secretarial and administrative duties to maintain effective and efficient office operations and to assist and support a departmental member of senior management. Supervises the duties of assigned clerical personnel. Reports to a member of cabinet.

Specific Duties and Responsibilities

Essential Functions:

• Schedules the supervisor's work and time; schedules appointments and meetings and makes arrangements for travel, speaking engagements, special events and related activities.
• Composes and prepares memos, letters, correspondence and reports related to department matters, practices and procedures; processes correspondence and other matters of a confidential nature.
• Conducts receptionist duties by answering the telephone, screening callers, identifying matters of priority for the supervisor's attention, and greeting, announcing or routing visitors.
• Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.
• Assists in preparing and maintaining the office budget.
• Receives and responds to inquiries and concerns from the public, and refers problems to appropriate staff person for resolution.
• Prepares agenda for committee meetings and notifies all involved; prepares presentation materials for meetings; takes and transcribes meeting minutes.
• Attends and/or makes arrangements for meetings as requested.
• Plans special events and coordinates special projects as assigned.
• Conducts general secretarial functions to include maintaining a complex filing system, processing mail, and ordering supplies.
• Records and retrieves electronic information and to prepare reports, documents and correspondence.
• Supervises duties of assigned clerical staff. Supervisory duties include instructing; assigning, reviewing and planning work of others; and maintaining standards and coordinating activities.
• Reviews the work of subordinates for completeness and accuracy; and offers advice and assistance as needed.
• Receives, reviews, prepares and/or submits various records and reports, including invoices, requisitions, change orders, travel forms, per diem forms, budget documents, expenditure request forms, surveys, meeting agendas and minutes, special and routine reports, employment contracts, memos, correspondence, etc.
• Operates a variety of equipment, such as a computer, printer, typewriter, copier, fax machine, recording equipment, binding machine, calculator, and telephone; makes arrangements for office equipment maintenance and repair as needed.
• Interacts and communicates with various groups and individuals, such as School Board members, Superintendent, other District administrators and staff, school administrators and staff, co-workers, subordinates, sales representatives, parents, and the general public.

Additional Duties:
Performs related duties as required.

Minimum Education and Training Requires an Associate's degree in business administration, secretarial science or closely related field supplemented by four years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type rapidly and accurately.

Minimum Qualifications and Standards Required

Required

Physical Requirements:

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Must be able to lift and/or carry weights of five to ten pounds.

Data Conception:
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.

Language Ability:
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence:
Requires the ability to apply…