Executive Secretary to Chief Schools Officer

Position: Executive Secretary to the Chief Schools Officer
Full-Time and Permanent;
Non-Exempt;7.5 Hours/Day;252 Days/Year; 12 Months/Year/Grade: MM

DEFINITION

Serves as personal secretary and administrative assistant to the Chief Schools Officer (CSO). Relieves administrator of routine administrative tasks and ensures smooth and efficient operation of the office. An employee assigned to a position in this class is responsible for the clerical operation of the department, requiring frequent contacts with the most senior officials of the school system, city, colleges, universities, area business leaders, and other stakeholders.

Especially important in this position is the ability to handle difficult, complex, and confidential matters. The work involves all facets of secretarial functions and activities (i.e. drafting correspondence, technical typing, word processing, voice transcription, bookkeeping, public relations, and related tasks). Employees in this position frequently work independently when dealing with complaints and disseminating information other stakeholders in the school system.

SUPERVISION

Work is performed under the general supervision of the Chief Schools Officer. This employee sets own daily priorities based on knowledge of the overall operation of the office; develops and refines own work routine independently; and completes the necessary functions to maintain an orderly and efficient office.

DISTINGUISHING CHARACTERISTICS

Positions in this classification are assigned to offices administered by a senior-level administrator. While an Executive Secretary may perform some of the same duties as are performed by administrative secretaries, the responsibility of providing broad administrative and secretarial support for a senior-level administrator differentiates this class from those classifications. This class is also differentiated from the Executive Secretary to the Superintendent, a single position class which has division-wide secretarial responsibilities.

ESSENTIAL FUNCTIONS OF THE CLASS (may not include all duties performed)

• Plans, initiates, and carries to completion departmental, program, or administrative secretarial support activities; develops, monitors, and modifies office procedures and organizes office projects and processes, managing day-to-day office operations.

• Screens supervisor's telephone calls and mail and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material; screens visitors, responding to inquires, referring to others as required; makes appointments for supervisor or other administrative personnel; maintains supervisor's calendar; and makes travel arrangements.

• Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature; types and formats a variety of correspondence and reports from handwritten notes, dictation, or other sources, using available technology as appropriate; processes statistical reports, forms, and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs; and takes and transcribes meeting minutes.

• Composes routine correspondence, newsletters, and other communications; compiles data for questionnaires; prepares in-service materials; maintains control records on incoming correspondence and action documents; and follows up on work in progress to ensure timely response or action.

• Organizes school division-wide projects, overseeing the development and dissemination of program materials, special mailings, or guides, manuals, and training materials.

• Attends meetings and conferences, taking official minutes; researches and develops material for use in official engagements; may attend and transcribe minutes of assigned meetings.

• Prepares reports, logs, agendas, and other documents for distribution by copying, collating, and binding printed materials or creating electronic distribution methods.

• Prepares requisitions, vouchers, budget forms, and other payroll and financial data; maintains and reconciles detailed financial records and requests for payment submitted by appropriate budget…