Administrative Executive Secretary Office of Academic Achievement

Administrative Executive Secretary

The job of Administrative Executive Secretary was established for the purpose of providing administrative and secretarial support to assigned administrative personnel; coordinating activities of assigned administrative personnel; coordinating and monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrators.

Provides comprehensive administrative and secretarial support to executive leadership and designated departments, ensuring efficient office operations and timely completion of assignments. Exercises discretion and judgment in handling confidential and sensitive information for the purpose of maintaining the integrity of executive and organizational operations. Serves as a liaison between executive leadership, internal departments, external organizations, and community stakeholders for the purpose of facilitating communication, collaboration, and the exchange of information.

Monitors and coordinates administrative processes, workflows, and office procedures for the purpose of promoting efficiency and supporting organizational effectiveness. Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations) for the purpose of completing activities and/or delivering services in a timely manner. Coordinates the concurrent enrollment and AP programs. Maintains a wide variety of manual and electronic documents, files, and records (e.g. administrative calendars, confidential information, budget data, employee records, financial records, reports, etc.)

for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Composes, prepares, and edits a variety of professional documents, correspondence, reports, presentations, and communications for the purpose of disseminating information, supporting organizational operations, and facilitating decision-making. Reconciles account balances for assigned budget categories (e.g. supplies for schools on iVisions system, etc.)

for the purpose of maintaining accurate account balances. Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of making necessary arrangement for assigned administrator. Supports assigned administrative personnel (e.g. Assistant Superintendent, CTE Director, Curriculum Directors, etc.) for the purpose of providing assistance with their functions and responsibilities.

Manages and maintains executive calendars, schedules, and appointments for assigned administrators for the purpose of coordinating meetings, events, travel, and other work-related activities. Schedules a wide variety of activities (e.g. appointments, meetings travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrators. Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.)

Monitors a variety of activities on behalf of assigned Administrators (e.g. schedules, school reports required by the State Department, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates. Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of attendees.

Processes documents and materials (e.g.. departmental mail, time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. Procures supplies and materials (e.g. for meetings, conferences, etc.) for the purpose of maintaining availability of required items. Researches a variety of topics (e.g. current practices, policies, education codes, etc.)

for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements. Attends meetings as assigned for the purpose of recording, conveying, and gathering information, preparing meeting documentation, and supporting follow-up actions. Performs other related duties, as assigned.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment:
Uses standard office equipment such as personal computer, copy machine, fax machine, and telephone.

Knowledge,

Skills and Abilities

Ability to maintain confidentiality of information. Organizational and time management skills. Ability to report work orally or in writing to supervisor as required. Ability to carry out instructions furnished in written or oral form. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, Google…