Executive Assistant

Job Description Qualifications Minimum Qualifications

• Associate's degree from an accredited institution.
• Four (4) years of secretarial or office related experience.

• Bachelor's degree in business administration or related field.
• Six (6) years of secretarial or office related experience.
• Experience managing business/department functions.

Relevant work experience or education may be substituted to satisfy minimum qualifications.

• Clear and concise oral and written communication skills; organizational and management skills.
• Knowledge of pertinent regulations, policies, and procedures for the functional area of assignment.
• Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws/regulations related to student and employee privacy, public information, and records retention.
• Knowledge of and experience with industry-standard equipment, materials, practices, computers, and applications.
• Ability to professionally and effectively respond to customer needs and requests for service or assistance.
• Ability to work effectively under stress of deadlines, volume of workload, and multitasking requirements.
• Ability to organize self, prioritize tasks, and maintain a high level of energy in a fast-paced environment to provide efficient services.
• Ability to analyze problems and develop creative solutions to complex issues.

• Follow instructions, established practices and procedures to perform clerical/secretarial work in support of the administrative functions of the department.
• Compose and edit routine correspondence, including forms, memoranda, reports, and other materials. Draft acknowledgements and other forms of communication on behalf of the administrator. Maintain data, statistics and other forms of information, preparing reports as required.
• Maintain updated and accurate files of general correspondence and business documents.
• Screen phone calls, ascertain nature of the business, and record messages as necessary. Greet, assist and direct visitors as appropriate.
• Purchases and maintains inventory of supplies for the department. Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, or contracts including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems.
• Arrange meetings, conferences and business travel.
• Demonstrate initiative and exercise responsibility, discretion, confidentiality, tact and good judgment in assisting the administrator for smooth functioning of the District.
• Disseminate District forms used by the administrator served and serve as a source of information about the regulations and policies of the department.
• Work closely with administrative and consultant personnel in providing necessary personnel and financial data for the proper development of plans and programs.

Revised: 07/27/23

U06, $20.74, 8 hours, 255 days

Compensation may increase based upon relevant education and experience.