Secretary, Executive Director of Academic Enrichment Job at La Joya ISD in La Jo

Overview

Job Title: Secretary, Executive Director of Academic Enrichment

Wage/Hour Status: Non-Exempt

Reports to: Executive Director for Academic Enrichment

Pay Grade 5: Clerical/Paraprofessional Employee

Dept./School: Office of Curriculum & Instruction

Updated: July 2024

District Primary Purpose

To assist and promote La Joya ISD in implementing a rigorous curriculum/instructional program that supports student success and achievement.

Primary Purpose

To manage and coordinate the functions and operations of the office of Curriculum and Instruction and provide support and assistance to all departments and campuses in the district.

Qualifications

Education/Certification: High School Diploma

Minimum of 5 years secretarial experience

Experience/Knowledge: Five years job experience as a secretary. Considerable knowledge of principles of office management; considerable knowledge of departmental rules, regulations, procedures and functions; ability to work under pressure and meet constant deadlines. Proficient in use of office equipment, including word processor, computer, calculator and computer software programs. Skills in business-letter preparation and report-writing. Effective oral and written communication skills. Effective leadership skills. Exemplary interpersonal skills. Demonstrated commitment to professional growth.

Major Responsibilities and Duties

• Uphold and maintain office confidentiality at an appropriate level.
• Type and distribute all assigned correspondence from the Executive Director for Early ChildHood.
• Establish and manage a department filing system, including yearly evaluations and other essential documents.
• Act as a liaison between department staff, conveying important announcements, updates, and facilitating internal communication channels.
• Attend relevant meetings, take notes, and ensure key points are documented for reference.
• Process, distribute, and organize departmental mail.
• Generate, print, and distribute materials as instructed.
• Handle and respond to incoming calls and emails with courtesy and respect on behalf of the Executive Director for Early ChildHood.
• Maintain a schedule of daily office meetings and appointments.
• Archive meeting notes, agendas, and documents for future reference.
• Foster a positive and inclusive environment by promoting teamwork, respect, and open communication among department members.
• Manage databases, records, and information systems relevant to the department’s operations.
• Coordinate and facilitate meetings scheduled by the Executive Director for Early ChildHood.
• Manage the procurement and inventory of office supplies for the department.
• Assist with the selection, ordering, and distribution of district-wide incentives for staff.
• Prepare and input the department's annual budget.
• Review and adjust Kronos timesheets for staff members.
• Collect and process travel requests, travel reimbursements, and arrange travel for out-of-district/state conferences for the Executive Director for Early ChildHood.
• Provide support for the receptionist area, including phone duties and lobby assistance as needed.
• Perform any additional assignments directed by the Executive Director for Early ChildHood and/or the Superintendent.
• Follow all Work from Home Protocols if assigned to work remotely.

Working Conditions

Mental Demands: Reading; ability to communicate effectively (verbally and written), maintain emotional control under stress.

Physical Demands/Environmental Factors: Repetitive hand motions; prolonged use of computer. Works with frequent interruptions. Moderate standing, stooping, bending, and lifting.

Position Working Days: 226 Days

All applications must be submitted online for professional and clerical positions to the La Joya I.S.D. Office of Human Resources Department. (www.lajoyaisd.com)