SR EXECUTIVE ASST

Salary Schedule

About the Role

Under general supervision, this position performs 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 an 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.

Responsibilities

• 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 the 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 meetings 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, obtaining appropriate signatures 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 email.
• 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 used by OCPS; attends training to ensure skill level in various technologies is at the level required to perform in the current position.
• Responsible for timely and accurate information maintained as part of job responsibilities.

The list of essential functions is intended to be representative of the tasks performed within this classification and 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 if such functions are a logical assignment to the position.

Marginal Functions

• Performs related duties as directed.

Requirements

• Associate’s degree with coursework emphasis in secretarial science; supplemented by a minimum of five (5) years of 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.

Skills

Data Utilization

Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification and referencing such analysis to established standards for recognizing actual or probable interactive effects and relationships.

Human Interaction

Requires the ability to apply principles of persuasion and/or influence.

Equipment, Machinery, Tools, and Materials Utilization

Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude

Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude

Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.

Functional Reasoning

Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Situational Reasoning

Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliance

Physical Ability

Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements

Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors

Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances. Working conditions are safe with possible exposure to marked levels of discomfort.

The Orange County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.