Executive Secretary 25-26 SY

Position Summary

The Executive Secretary serves as a key administrative support to senior leadership. This position is responsible for performing a wide range of complex, confidential, and high-level administrative tasks to ensure the smooth and efficient operation of the district’s central office. The Executive Secretary acts as a liaison between district leadership, school administrators, staff, Board of Trustees, parents, and the community.

Minimum Requirements

• High school diploma or GED equivalent recognized by the Texas Education Agency or a regional accrediting agency.
• Five (5) years advanced clerical/secretarial experience.
• Must have satisfactory outcome of fingerprinting background check.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university.

Knowledge, Skills, and Abilities

• Knowledge of school district organization, operations, and administrative policies.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Ability to handle detailed instructions, manage complex communications, organize and manage files and documentation.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Excellent public relations, organization, communication, and interpersonal skills.
• Highly proficient in Microsoft applications, Google Drive and Google programs (Docs, Sheets, Forms, and Slides).
• Ability to multi-task numerous complex administrative activities.
• Ability to meet established deadlines with minimal supervision.
• Participate in district and campus staff development programs that improve job-related skills.
• Use practical communication skills with district personnel.

Essential Functions/Key Responsibilities

• Handle correspondence, telephone calls, interaction with the public, staff, and coordinate with other Central Office Departments.
• Attend to visitors with professionalism and courtesy.
• Maintain and assist with the operation of office equipment as needed.
• Prepare and organize materials in advance for the chief’s conferences, meetings, training sessions, appointments, and phone calls.
• Schedule administrative staff meetings and appointments and maintain assigned chief’s calendar.
• Provide support and answers questions related to District issues from the public or district staff.
• Perform general office procedures, including typing, filing, mail, duplication of materials, data processing, and editing.
• Prepare purchase orders, payment authorizations and maintain the recordkeeping of the department budget.
• Prepare and edit correspondence /reports for the chief.
• Organize, plan, schedule, and coordinate Central Office/districtwide events and tasks.
• Assist with processing department reports and documents directed by the chief.
• Maintain general office files: save/store required documents per policy and administrative procedures.
• Create and maintain spreadsheets to document and track department initiatives.
• Attend Board, administrative, staff, and public meetings as required.
• Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.
• Daily attendance at work and punctuality are essential functions of the job.
• Keep informed of and comply with policies established by federal and state law, State Board of Education rule, and board policy.
• Comply with all district routines and regulations.
• Maintain confidentiality.
• Perform other duties as assigned.

Supervisory Responsibilities

• None.

Working Conditions

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.

Posture: Frequent walking, Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching.

Lifting: Occasional light lifting and carrying (less than 15 pounds).

Environment: Work inside, may work outside; regular exposure to noise.

Mental Demands: Maintain emotional control under stress; work with frequent interruptions and prolonged or irregular hours.

Non-Discrimination Notice: Boerne Independent School District, as an equal opportunity educational provider and employer, does not discriminate on the basis of race, color, national origin, sex, age, or disability in educational programs or activities that it operates or in employment decisions.