Job Details

Executive Administrative Assistant To Chief Officer

The job of Executive Administrative Assistant to Chief Officer(s) is done for the purpose of providing administrative and secretarial support to assigned administrative personnel such as Chief of Human Resources (HR), Division of Teaching and Learning, Information Services, Finance, Operations and Facilities, and/or Student Services; coordinating activities of assigned administrative personnel; ensuring compliance of activities under area of responsibility with financial, legal and administrative requirements; and providing information, recommendations and/or direction as may be requested by assigned administrator.

Requirements:

• Educational Level: High School Diploma/GED
• Experience: Three or more years of lead administrative assistant/office supervisor experience.
• Physical Activities: Routine physical activities that are required to fulfill job responsibilities.
• Knowledge, Skills, & Abilities: Written and oral communication; computer skills include Word, Excel, PowerPoint & Access. Accounting/bookkeeping principals; organized and maintain confidentiality

Essential Duties:

• Demonstrates prompt and regular attendance.
• Assists Chief Officer of assigned area such as Finance, Operations and Facilities, Information Services, Human Resources, Division of Teaching, and/or Student Services in legal issues that relate to employees (e.g. production of documents, EEOC complaints, lawsuits and grievance issues, IRS inquiries, governmental audits, etc.) for the purpose of staying in compliance with legal requirements and deadlines.
• Attends meeting as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Composes documents (e.g. standardized correspondence, bulletins, etc.) for the purpose of documenting events, providing and/or requesting information.
• Coordinates a variety of programs and/or activities (e.g. task assignments, meetings, site in-service day activities, workshops, travel and accommodations, grant compliance/budget, employment and legal processes, discipline tribunals, facilities management plan, district/division strategic plans, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance with established guidelines.
• Evaluates situations (e.g. involving other staff, employees, students, parents, the public, police, government agencies, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Maintains inventories of supplies, materials, and fixed assets for the purpose of ensuring items' availability.
• Manages part or all of division budgets for the purpose of maintaining accurate records and balances.
• Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Monitors office budget (e.g. reconciles account balances for assigned budget categories; prepares budget adjustments as needed, etc.) for the purpose of ensuring accounts are within budgetary limits.
• Monitors a wide variety of activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Prepares presentation materials for the School Board and district wide public events (e.g. PowerPoint slides, manuals, handouts, etc.) for the purpose of assisting in the communication of District level programs and processes.
• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.
• Researches a variety of topics (e.g. current practices, policies, education codes, regulations, etc.) for the purpose of providing information and making recommendations in a variety of administrative areas.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, Board members, attorneys, etc.) for the purpose of providing information, facilitating communication among parties and/or direction.
• Reviews payroll of staff reporting to Chief Officer for the purpose of ensuring accurate and timely leave processing and compensation.
• Supports and provides direction to assigned administrative personnel for the purpose of providing assistance with administrative functions.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient, effective functioning of the work unit.

The Muscogee County School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age (40 or older), sex (including pregnancy, gender identity, and sexual orientation), national origin, disability, genetic information, protected veteran status, or any other characteristic protected by federal, state or local laws.