Executive Assistant - Secretary; Grade 3

Executive Assistant
- House Secretary (Grade 3 - 12 Month)

Starting Date: Immediately

Department: High School

FLSA Status (Exempt/Non-exempt): Exempt, NESA

Reports To: High School Principal / House Dean

SUMMARY

The Executive Assistant
- House Secretary (Grade
3) will assist the House Dean in the daily operations of the high school house. They will perform a wide variety of complex secretarial and administrative duties under broad supervision of the House Dean.

REQUIRED QUALIFICATIONS

• High school education and one to two years of office experience or any equivalent combination of education, training, and experience
• Thorough knowledge of office procedures, practices and terminology
• Knowledge of policies and procedures of the school department and the city departments
• Working knowledge of laws and policies relevant to the school’s work
• Knowledge of the operation of computer software applications.
• Ability to deal effectively and tactfully with staff, students and the public
• Ability to compose correspondence. Ability to recognize and resolve problems with minimal administrative intervention
• Ability to interpret and implement instructions provided in oral and written form
• Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Analytical ability
• Accuracy and attention to detail
• Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position
• Ability to work collaboratively in a team environment
• Ability to diffuse difficult situations to enable effective problem solving.
• Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications
• Excellent customer service and interpersonal skills
• Excellent written and oral communication skills. Strong organizational skills

JOB FUNCTIONS

• Serves as Confidential Secretary to the House Dean and Assistant House Dean, if applicable
• Provides support for three counselors and up to eighty faculty members
• Providesfirst contact with all sectors of the community including students, parents, staff, police, etc
• Manages the House Dean’s schedule, correspondence, and facilitates meetings
• Sets up meetings for the House Dean, Counselors and Teachers regarding IEP meetings
• Provides customer service by answering questions both in person or by telephone
• Provides information relative to school system policies and procedures
• Refers individuals to appropriate source as required. Responds tactfully to citizens complaints.
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc in support of the House Dean and teachers
• Maintains records and files. Drafts correspondence
• Produces a variety of informational mailings to parents/guardians, and students including, but not limited to, opening day packet, obligation letters, suspension letters, written academic comment slips, second cut letters, 504 letters, etc.
• Prepares various reports
• Collects monies from overdue obligations and submits the deposit to the bursar. Collects monies for various activities
• Maintains a variety of databases including, but not limited to, student attendance data, Student Contact data, and the Faculty Data Base
• Monitors students that have been sent out of class due to disciplinary issues or serving in-house suspension
• Sends out student updates to teachers for counselors and special education teachers
• Alphabetizes teacher appraisals and sends them along to the appropriate counselor
• Prints student schedules, teacher schedules, alphas, class lists, comments, report cards and attendance…