Executive Assistant to Superintendent

Executive Assistant to the Superintendent

Norfolk Public School District OFFICE OF THE SUPERINTENDENT - Norfolk, Virginia

Full-Time and Permanent; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year;
Grade:

QQ

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools. An employee in this class is responsible for overseeing office operations and serving as the principal secretarial assistant to the Superintendent, with a view toward conserving the time of the Superintendent of Schools. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters.

Considerable judgment and tact is required in handling the many diverse problems that occur. Improper action might have serious public relations implications or impair the operations of the Superintendent's office.

Work is performed under general supervision of the Superintendent of Schools . The incumbent sets own daily priorities based on a knowledge of the overall functions for the administrative support operation of the office . The work is partially reviewed upon completion but frequently it is impracticable to review all the data compiled, letters composed, or the records prepared. The employee works independently, referring only the most unusual or nonstandard matters to the superintendent.

Assignments are usually received in the form of suggestions or general outlines . Employee develops and refines own work routines and is expected to independently complete assignments; assigns and reviews work of one or more secretarial employees.

Graduation from high school, including any courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses ( Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

• Broad knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
• Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of school division administrative staff.
• Thorough knowledge of local,stateand federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.
• Ability to manage clerical and administrative support activities of a large school-division, and to supervise and manage activities and staff.
• Ability to communicate effectively, both orally and in writing.
• Ability to make relatively complex mathematical computations rapidly and accurately.
• Ability to interact with top level officials and all staff with tact,courtesy and diplomacy.
• Ability to follow complex oral and written instructions.
• Ability to work well under pressure with constant deadlines and frequent interruptions.
• Skill in the use ofa microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions.

• Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices;personallyhandlesmany inquiries, including substantive questions requiring research or technical knowledge.
• Maintains the Superintendent's dayand night calendars, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants; prepares for the superintendent's signature, replies to general requests and routine letters on varied matters.
• Reviews all outgoing correspondence requiring the Superintendent = s signature for format, spelling, punctuation, and grammar before submitting for signature; may supervise a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, word processing machine or typewriter; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs;
  
  takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Reviews incoming mail for action or for-eyes-of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials; notes…