Sr Executive Asst

Under general supervision, the purpose of the position is to perform district-based duties associated with providing administrative support to the superintendent, area superintendent, executive level staff, or school board services. Employees in this classification function in office administration capacity and perform a variety of duties including customer service functions and providing general office support. This position may also serve as an office manager to secretarial staff.

Performs related work as directed.

EXAMPLES OF ESSENTIAL FUNCTIONS

Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.

Coordinates and prioritizes work plan with supervisor; adjusts work plan to meet unscheduled events.

Serves as a liaison between executive staff and other departments; interfaces with district and school personnel, as well as community and political leaders.

Performs customer service functions; provides assistance and information to outside public; acts as receptionist to area superintendent’s office; initiates problem solving as necessary.

May serve as office manager to secretarial staff; establishes and implements office procedures; conducts
meetings with secretarial staff.

Answers the telephone and screens calls for executive staff; responds to emergency calls from schools; takes/relays messages or directs calls to appropriate personnel; sends voice mail and sets up voice mail distribution.

Coordinates daily, weekly, and monthly schedules; schedules daily meeting and appointments.

Attends meetings and takes minutes; transcribes and disseminates minutes to executive staff; prepares agenda for staff meetings.

Completes inquiry forms; analyzes, resolves, and distributes for resolution; prepares various forms and documentation upon request.

Maintains a filing system for records, reports and other documents.

Maintains, files, prepares, and transcribes correspondence, obtains appropriate signature where necessary.

Maintains property inventory records; assists in the selection of new equipment and furniture; coordinates equipment maintenance and files contracts.

Maintains office supplies inventory records; orders office supplies as necessary.

Sorts and distributes incoming mail; prepares outgoing mail with necessary postage; sends and receives e-mail.

Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, copy machine, or fax.

Accesses a mainframe for human resource, payroll, or other applications; accesses the internet for research purposes.

Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs.

Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.

Responsible for timely and accurate information they maintain as part of their job responsibilities.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

MARGINAL FUNCTIONS
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Performs related duties as directed.

MINIMUM TRAINING AND EXPERIENCE
Associate’s degree with course work emphasis in secretarial science; supplemented by minimum five (5) years previous experience and/or training that includes bookkeeping, secretarial, and customer service; or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

PERFORMANCE APTITUDES

Data Utilization:
Requires the ability to…