Executive Secretary-General Manager

Days per Year: 226

Min: $43,392

Mid: $51,456

JOB DESCRIPTION

JOB TITLE: Executive Secretary-General Manager
REPORTS TO: General Manager-Operations

WAGE/HOUR STATUS: Nonexempt

PAYGRADE: Para 8

PRIMARY PURPOSE:

The General Manager, Executive Secretary is responsible for assisting the General Manger in the daily operation in the office. As well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential executive administrative and secretarial support. The position will also be responsible for analyzing requests, providing recommendation for action and communicating information on behalf of the General Manager.

Duties performed require considerable confidentiality, initiative, tact and independent judgment. The classification requires leadership qualities such as adaptability, flexibility, dependability and accountability. Much of the work requires a high degree

of professional, independent initiative and self-discipline.

Spring ISD employees are expected to act with integrity, support and demonstrate our core values, communicate in a clear and respectful manner and seek to continuously improve self-performance and processes.

QUALIFICATIONS:

Required:

• High School Graduate or GED from an accredited institution
• Three years' administrative experience

Preferred:

• 60+ hours of college coursework
• Five+ years of successful experience as an administrative or executive secretary

SPECIAL KNOWLEDGE/SKILLS:

• Proficient in Microsoft Office including Word, Excel, Access and Power Point.
• Proficiency in general office skills, including office management and organization
• Excellent proofreading and grammatical skills
• Self-motivated with strong communication and interpersonal skills
• Demonstrated ability to prioritize tasks and coordinate multiple projects
• Demonstrated strong work ethic and ability to meet assigned deadlines
• Proficiency in the use of Board Book
• Experience with the Open Meetings Act and public information requests

MAJOR RESPONSIBILITIES AND DUTIES:

• Manage the office duties for the General Manager-Operations in an efficient and organized manner.
• Contact vendors for quotes and work with them on price increases and product availability.
• Input requisitions and process purchase orders and ensure

timely payments.

• Receive and screen communications including telephone calls, mail and email messages, using independent judgment to determine priority attention; researches and responds to communications as appropriate.
• Make various conference, hotel and travel reservations as well as prepare travel reimbursement expense payment authorizations for the Federal and State Compliance Department.
• Order and maintain office supplies and materials
• Maintain a schedule of appointments and meetings, including reminders as appropriate.
• Accurately produce documents, presentation materials and reports.
• Compose basic business correspondence.
• Maintain confidentiality of information and data related to office operations.
• Maintain regular, prompt and reliable attendance.
• Generate board notices and agendas as needed.
• Perform other duties as assigned.

WORKING/SPECIAL CONDITIONS:

This position requires a person that is able to maintain emotional control under stress. The usual and customary methods of performing this job require the following: ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Overtime required as necessary.

Duties performed require considerable initiative and tact. The position requires leadership qualities such as: adaptability, flexibility, dependability and accountability. Maintain confidential information and frequent contact with all levels within and outside of the district.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.