Executive Assistant I - Del Valle, United States - Del Valle ISD

Del Valle ISD

Verified Company

Del Valle, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the cabinetlevel administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Minimum Qualifications:

Education/Certification

High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)

Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word processing
Ability to multitask numerous complex administrative activities
Must be selfmotivated, possess the ability to work under pressure, able to handle multiple tasks and work collaboratively

Experience:

Three years of workrelated experience and general knowledge of routine office procedures to include customer service, telephone etiquette, efficient and effective filing, and bookkeeping procedures.

Major Responsibilities and Duties:

- _(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)_

Professionalism:

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.
Rule Purpose and Scope; Definitions
Rule Code of Ethics and Standard Practices for Texas Educators

Organization Management:

The executive assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:
Assist with department budget preparation and maintain accurate records of expenditures.
Prepare and process purchase orders and receive, store, and issue supplies and equipment.
Maintain inventory of fixed assets, equipment, and supplies.
Maintain inventory of equipment and supplies; order supplies and materials as needed.
Prepare department communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
Prepare instructional materials as requested.
Monitor and process time records including leave requests and reports.
Compile information and submit to central office according to established procedures and deadlines.
Maintain department calendar of events.
Compile, maintain, and file all reports, records, and other documents as required.
Maintain records according to established procedures.
Maintain general office files; save/store required documents per policy and administrative procedures.
Establish and maintain recordkeeping procedures for the department.
Monitor appropriate use of the budget (secure monies received; prepare monies for deposit; dispense monies, paychecks, travel checks, reimbursements, etc.)
Maintain payroll information including attendance reporting, absence reports, etc.

Organization Improvement:

The executive assistant promotes efforts to improve the department or organization through activities such as the following:
Monitor workflow of the department and office staff.
Assist students, teachers and parents as needed.
Maintain and assist with operation of office machines as needed.
Prepare materials for department distribution.

Communication and Community Relations:

The executive assistant promotes a positive tone for the Maintenance and Facilities department or community relations through activities such as the following:
Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
Schedule appointments and maintain the administrator's calendar.
Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
Make travel arrangements including making hotel reservations and turning in conference registration forms.
Answer incoming calls and greet visitors.
Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinetlevel administrator) or other administrators.
Compile pertinent data used to prepare various required state and local reports.
Prepare purchase orders and payment authorizations as directed.
Compile, maintain, and file all reports, records, and other documents as required.

Professional Growth and Development