Executive Assistant, Operations

Executive Assistant, Operations

Job Title: Executive Assistant, Operations

Position Function: Performs a wide variety of duties, some of a confidential nature that may be required but not limited to answering phones, advanced computer functions, typing, filing, copying, distributing mail, proofreading, editing, compiling and preparing reports, maintaining supervisor's appointment calendar, composing and responding to correspondence, scheduling meetings, organizing materials for meetings, serving as recording secretary, and assisting department relative to any function requested or needed.

Essential Performance Responsibilities:

• Track various budgets and Grants, maintain high school FTE files, prepare supplemental and addendum reports, approve PARs, prepare and process travel and purchase requisitions
• Maintain agendas/minutes of administrator's meetings and other meetings. Order food for all meetings, schedule rooms for all meetings and inform all participants of meetings
• Prepare and compile necessary departmental reports and surveys
• Facilitate the WSU Coop Student program requests for elementary, middle and high
• Maintain and create word processing databases, spreadsheets, letters/memos and presentations
• Initiate contracts for graduation ceremonies, trainings and workshops
• Maintain supervisor’s calendar and schedule appointments

Additional Duties: Performs other tasks as assigned.

Equipment: This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with WPS guidelines for equipment use.

Travel: Occasional travel between schools and central offices may be required.

Physical and Mental Demands:

• Occasional overtime required
• Attendance at required departmental meetings

Knowledge, Skills, and Abilities:

• Ability to communicate effectively both verbally and in writing
• Excellent people person and excellent telephone skills
• Listen well to others
• Able to maintain confidentiality
• Ability to produce computer generated reports and correspondence
• Knowledge of schools, procedures, needs, and issues
• Attention to organization and detail
• Ability to perform a variety of tasks and change assignments on short notice, perform under deadlines and work in a calm and efficient manner
• Displays a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals and the role of every employee in achieving each of them

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Employee Punctuality and Appearance:

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position

Qualification Profile:

• High school degree or GED required
• Bachelor's Degree preferred
• Previous clerical experience required

FLSA Status: Non-Exempt