PRIMARY PURPOSE:

The primary purpose of the Executive Secretary is to perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all District business and initiatives toward the maintenance of a safe and nurturing environment which promotes positive welfare for children.

REPORTING RELATIONSHIPS:

Reports to the specific administrator they are assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the incumbent in this position. The employee will be required to perform any other position-related duties requested by the Building Administrator.

Perform general office duties, including but not limited to telephone/email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records, and monthly reports
Place, receive and screen telephone calls and record messages
Use computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various forms
Maintain the organization and the general record keeping of the office, including but not limited to annual calendar preparation, budgeting and inventories (supplies, books, etc.)
Participate in District activities as per supervisor request
Renew skills to meet those required by increased use of technology and/or the initiating of new policies, procedures, and practices
Maintain confidentiality with all District information, including District and school population information
Assist building population (students, parents, staff, and administrators) with building request and assigned tasks
Handle inquiries/concerns from staff members or parents requesting appointments. Interact and listen to legitimate concerns and make appropriate referrals
Maintain budget and accounts
Maintain files for the Administrator ensuring that materials are properly marked and accessible for immediate use
Maintain a schedule of appointments and make arrangements for conferences and interviews
Use a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or other data
Maintain calendar of appointments for the administrator, ensuring the administrator is apprised of all appointments and changes as well as matters requiring immediate attention
Arrange appointments and meetings, and prepare materials for them
Perform responsible clerical work in the maintenance of complex and confidential records and files, both manually and by use of the computer
Open, sort, and screen incoming mail and answer routine correspondence; routes remainder to appropriate party
Performs other duties as assigned by Supervisor or designee

EDUCATION/EXPERIENCE REQUIREMENTS:

High school diploma required
Post-high school professional training preferred
Experience as a secretary or in similar position preferred
Requires experience and skills with appropriate technologies (word processing, spreadsheet, presentation and webpage software, email, Internet as a reference/research tool)

COGNITIVE/COMMUNICATION ABILITIES:

Possess effective interpersonal skills with the ability to interface diplomatically with teachers, administrators, parents, students, support staff, co-workers and outside professional contacts
Possess effective communication, judgmental, planning and human relation skills
Ability to manage work responsibilities and challenges in a fair, firm and equitable manner
Ability to recognize areas of concern and propose or recommend appropriate solutions to problems
Ability to work on multiple tasks and prioritize appropriately
Ability to maintain efficient flow of work schedule and responsibilities
Strong interpersonal, organizational and communication skills
Maturity and ability to deal harmoniously with all types of people
Demonstrate ability to work under deadlines and to prioritize tasks
Attend work related meetings
Use of discretion in handling of confidential information
Meet deadlines, stay organized
Concentrate on tasks

PHYSICAL DEMANDS:

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed above represent minimum levels of educational achievement, training, skill and/or ability necessary. As required under the Americans with Disabilities Act (ADA) reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintain stamina during the workday
Use hands to finger, handle or feel objects, tools or controls, and to talk and hear
Have specific vision abilities; to include close vision and the ability to adjust focus
Need to occasionally move about inside the office to access file cabinets, office machinery, etc.
Operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer.
Usual lifting activity: Light, lifting up to 20 lbs. maximum and carrying objects up to 10 lbs.
Requires occasional bending, pushing, and reaching (these activities are an essential part of the job at random intervals)
Requires frequent standing, and walking (these activities are a usual and customary part of the job.)
Requires constant hearing, seeing, and speaking (these activities are continually occurring as part of the job)

OTHER REQUIREMENTS:

Current Act 34, Act 114 and Act 151 clearances
School Health Form (including physical and TB test)
PDE Form 6004 and Act 168 disclosure forms

Executive Administrative Assistant, JTES