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Texas School for the Deaf

Executive Assistant

TERM OF EMPLOYMENT:

Full-time, EXEMPT employment

Length of position: 12 months

Hours: 40 HOURS/WEEK

SUMMARY

Performs complex administrative support work for the Statewide Outreach Center (SOC) Director and SOC staff. This position will be responsible for the overall management of the SOC office; managing procedural and routine administrative details; and providing information and assistance to the Director and SOC staff. Works under limited supervision with considerable latitude for the use of initiative and independent judgment for routine operations.

ESSENTIAL FUNCTIONS

Provides a wide range of complex office administration and support to the Director and department staff.

Serves as initial contact and liaison for all staff, contractors, statewide stakeholders, and visitors of SOC, including technical assistance through the SOC email address.

Works as a collaborative team member on statewide, division, department, and SOC projects.

Creates, prepares and/or edits for accuracy various types of documents including correspondence, grant and billing reports, presentations, meeting notes, etc.

Schedules and coordinates the logistics of meetings and statewide events, including professional development, family services (such as mentoring, family signs, and Texas Hands & Voices), community events, the Parent Infant Program, El Care Coordination, online resources, ASL storytelling, and collaborations with partners like Education Service Centers.

Ensures all necessary supplies and materials are available to ensure a smooth flow during events.

Serves as time keeper for the SOC department, supporting the Director and staff, including subs, in entry of time records into the CAPPs system and preparing reports as needed.

Serves as a liaison for all statewide SOC contractors and the TSD business office to ensure accuracy with contract invoicing and required documentation.

Develops and prepares purchase requisitions, travel authorizations, interpreter requests, and other forms in accordance with TSD policy and procedures.

Monitors and analyzes budgets for the department and maintains the checkbooks in a timely manner.

Provides support for the statewide webpage ( texasdeafed.org ), statewide access to SOC Canvas courses, the and social media accounts.

Acts as a point of contact for all office equipment requisitions and service needs.

Utilizes SOC databases to access information and reports, such as the Family Intake Form and Canvas courses.

Maintains confidentiality per department according to FERPA, HIPAA, and district and division-issued expectations and protocols.

Assists with department, and committee needs (e.g., programs, events, meetings).

Receives incoming calls, takes reliable messages, and routes to appropriate staff within parameters set by the department director.

Welcomes and assists staff, students, parents and visitors using a professional, approachable manner.

Manages department incoming and outgoing mail, including sorting, distributing or delivering as needed.

Maintains physical and computerized files as needed. May include such areas as inventory of office supplies, mailing lists, family and student records, and office communications as appropriate.

Updates handbooks, procedures, manuals, and other documents.

Receives, stores, and issues supplies and equipment.

Complies with school policies and procedures.

Performs other duties as assigned.

This document in no way states or implies that these are the only duties to be performed by the employee occupying the position.

Minimum Qualifications

High School graduate.

Five years of experience as an Administrative Assistant, Executive Assistant or in an office environment. (College hours in a relevant subject may substitute for experience on a year for year basis.)

Previous experience using computers, software and standard office equipment.

Experience using Google Suites (Sheets and Pages), Microsoft Office (Excel and Word) and Canvas.

Sign Language: The ultimate required proficiency level for the position using the levels designated in the Signed Language Proficiency Interview (SLPI) is INTERMEDIATE. If hired with a sign language proficiency level below this level, you are required to participate in signed communication learning opportunities on a regular basis until you have achieved the sign language proficiency level assigned to your position.

Desirable Qualifications

Bachelor's degree in Deaf Education, studies or related field.

Experience working for a state agency.

Knowledge of statewide outreach principles and strategies.

Experience working with deaf adults, students, and/or families.

Proficient sign communications skills

Fluent in Spanish.

Knowledge, Skills and Abilities/Attributes

Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

Effective Communication—the individual must be able to appropriately communicate with colleagues, students, parents, families, administrators, supervisors, and the public.

Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently, and develops realistic action plans.

Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.

Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.

Interpersonal Skills—the individual maintains confidentiality, remains open to others' ideas and —exhibits willingness to try new things

SUPERVISES: None

MILITARY OCCUPATION CODE: see page 5 of

http://www.hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_Ad

ministrativeSupport.pdf

It is the Texas School for the Deaf’s (TSD) policy to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, political affiliation or belief, or any other characteristic protected by state, federal, or local law. TSD expressly prohibits any form of workplace discrimination or harassment based on any of these characteristics. Retaliation against individuals who oppose unlawful discrimination or participate in an employment discrimination proceeding is also prohibited. This policy applies to all terms and conditions of employment, including hiring, firing, promotions, training, wages, and benefits. In addition to federal law requirements, TSD complies with applicable state and local laws governing nondiscrimination in employment .

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