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    Executive Assistant - Pittsburgh, United States - Pittsburgh Public Schools

    Pittsburgh Public Schools
    Pittsburgh Public Schools Pittsburgh, United States

    2 weeks ago

    Default job background
    Description
    Other - Position - Non-Certified

    Job Number

    Start Date

    Open Date 02/29/2024

    Closing Date 05/29/2024


    Pittsburgh Public Schools employs over 4,000 individuals in various capacities to support the academic achievement and strength of character of the 25,000 students we serve.


    Under the supervision of the
    Director of School Performance the
    Executive Assistant is responsible for supporting the administrative functions and general operations of the School Performance department.

    Reports To Director of School Performance

    Salary
    Secretarial-Clerical Salary Schedule, Level 9 (Starting Salary $3,904.19/monthly)


    FLSA Status:
    Non-Exempt

    Work Months: 12

    Qualifications
    Candidate must be enthusiastic about the fundamental goal of advancing student achievement in an urban school district. Candidate must be comfortable working in a team committed to better meeting the needs of our student population.

    In addition, we are seeking candidates with:

    • High School Diploma or equivalent; Associate?s degree preferred.
    • 12 years of related experience
    • Demonstrated Proficient in Microsoft Word, Excel, Outlook, and PowerPoint. (Munis Preferred)
    • Excellent verbal, written and interpersonal communication skills.
    • Experience managing, reviewing, and entering data into systems and databases.
    • High attention to detail, capacity to solve problems, to stay organized and manage multiple priorities.
    • A capacity to solve problems, to stay organized and manage multiple priorities.
    • Must be able to work nontraditional hours as needed, including evenings.
    • Ability to exercise a high degree of confidentiality, professionalism, and diplomacy to accomplish objectives.
    • Ability to work collaboratively as a team player and independently, under pressure with multiple competing deadlines, and with culturally, educationally, and racially diverse internal and external customers.
    • Value, demonstrate, and promote diversity, equity, and inclusion.
    Residency Requirements No Residency Requirement

    Essential Job Functions
    1. Conduct clerical functions that support the operations of the School Performance department.


    • Maintain the School Performance department?s budget by transferring funds, monitoring budget expenditures and balances.
    • Purchase equipment and supplies, submit invoices, enter requisitions, conduct Purchase Card reconciliations, mileage reimbursements, and complete travel requests.
    • Assist team members with the usage of office equipment, conduct equipment repair calls and maintain inventory of office supplies.
    • Serve as the timekeeper for the School Performance department by monitoring and preparing payroll which may include entering overtime, reconciling employee absences, and entering additional compensation payments.
    • Prepare monthly BoardDocs business tabs and Board documents for the School Performance department.
    • Arrange logistical components of workshops and meetings by scheduling meetings, securing meeting locations, ordering food, and ensuring materials are prepared as needed.
    • Assist in facilitating the administrative functions of the School District University Collaborative (SDUC) included but not limited to submitting Liaison stipends, tracking student teacher placements, and sending communications to SDUC members.
    • Provide support in acquiring required documentation from schools (live body count numbers, fire drills, etc.)
    • Prepare, track, and maintain weekly Support Logs of cross-departmental work that directly impacts schools.
    • Maintain meticulous filing systems by conducting management, routine maintenance, and auditing of digital and hard copy files, documents, and folders.
    • Provide administrative support by composing, copying, scanning, and assembling mailings and documents for distribution.
    • Distribute correspondence (memos, email, letters, mailings, etc.) to various entities.
    • Assist in student events, creating presentations, running reports, entering data, and monitoring information that supports the workstreams of School Performance.
    • Create standard language, communications, resources, and procedures to address common questions received from employees and other stakeholders.
    • Serves as the initial point of contact for School Performance department?s internal and external stakeholder inquiries, provides first-tier responses, and triage critical issues or concerns.
    • Ensure and maintain confidentiality of sensitive information, decisions, and communications within the department.
    • Document various processes within the department and recommend improvements.
    • Participate in departmental, team, and individual planning and goal setting.
    • Communicate effectively and confidently at all levels, over the phone, face-to-face and by email.
    • Other relevant duties as assigned by supervisor in support of the Department of School Performance goals and objectives and the District's mission and Superintendent's Priority Goals.
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