Executive Secretary to the Chief Schools Officer Job at Norfolk Public Schools i

Full-Time and Permanent; Non-Exempt;7.5 Hours/Day;252 Days/Year; 12 Months/Year/Grade: MM

DEFINITION

Serves as personal secretary and administrative assistant to the ChiefSchools Officer (CSO). Relieves administrator of routine administrative tasks and ensures smooth and efficient operation of the office. An employee assigned to a position in this class is responsible for the clerical operation of the department, requiring frequent contacts with the most senior officials of the school system, city, colleges, universities, area business leaders, and other stakeholders. Especially important in this position is the ability to handle difficult, complex, and confidential matters. The work involves all facets of secretarial functions and activities (i.e. drafting correspondence, technical typing, word processing, voice transcription, bookkeeping, public relations, and related tasks). Employees in this position frequently work independently when dealing with complaints and disseminating information other stakeholders in the school system.

SUPERVISION

Work is performed under the general supervision of the ChiefSchools Officer. This employee sets own daily priorities based on knowledge of the overall operation of the office; develops and refines own work routine independently; and completes the necessary functions to maintain an orderly and efficient office.

DISTINGUISHING CHARACTERISTICS

Positions in this classification are assigned to offices administered by a senior-level administrator. While an Executive Secretary may perform some of the same duties as are performed by administrative secretaries, the responsibility of providing broad administrative and secretarial support for a senior-level administrator differentiates this class from those classifications. This class is also differentiated from the Executive Secretary to the Superintendent, a single position class which has division-wide secretarial responsibilities.

ESSENTIAL FUNCTIONS OF THE CLASS (may not include all duties performed)

• Plans, initiates, and carries to completion departmental, program, or administrative secretarial support activities; develops, monitors, and modifies office procedures and organizes office projects and processes, managing day-to-day office operations.
• Screens supervisor's telephone calls and mail and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material; screens visitors, responding to inquires, referring to others as required; makes appointments for supervisor or other administrative personnel; maintains supervisor's calendar; and makes travel arrangements.
• Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature; types and formats a variety of correspondence and reports from handwritten notes, dictation, or other sources, using available technology as appropriate; processes statistical reports, forms, and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs; and takes and transcribes meeting minutes.
• Composes routine correspondence, newsletters, and other communications; compiles data for questionnaires; prepares in-service materials; maintains control records on incoming correspondence and action documents; and follows up on work in progress to ensure timely response or action.
• Organizes school division-wide projects, overseeing the development and dissemination of program materials, special mailings, or guides, manuals, and training materials.
• Attends meetings and conferences, taking official minutes; researches and develops material for use in official engagements; may attend and transcribe minutes of assigned meetings.
• Prepares reports, logs, agendas, and other documents for distribution by copying, collating, and binding printed materials or creating electronic distribution methods.
• Prepares requisitions, vouchers, budget forms, and other payroll and financial data; maintains and reconciles detailed financial records and requests for payment submitted by appropriate budget accounts; may be delegated authority to direct payment of certain bills/accounts; and may maintain an employee leave account/tracking system.
• Organizes and maintains filing systems according to standard filing procedures and, when applicable, according to local, state or federal guidelines; maintains and reconciles various records such as employee time and leave, inventories of supplies and equipment, and travel reimbursements.
• Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget.
• Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive knowledge of major educational business office secretarial functions, modern office terminology, procedures, and equipment.

• Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the subdivision to which assigned, and the names and responsibilities of school division administrative staff.

• Comprehensive knowledge of microcomputer functions, including the hardware and software applications of the office to which assigned.

• Thorough knowledge of local, state and federal regulations which govern subdivision operations and ability to apply said knowledge to secretarial support level decisions.

• Ability to manage clerical and administrative support activities of a large school subdivision, and to supervise and manage activities and staff.

• Ability to communicate effectively, both orally and in writing.

• Ability to make relatively complex mathematical computations rapidly and accurately.

• Ability to interact with top level officials and all staff with tact, courtesy and diplomacy.

• Ability to follow complex oral and written instructions.

• Ability to work well under pressure with constant deadlines and frequent interruptions.

• May require ability to read maps and assist with transportation inquiries.

• Skill in the use of a microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

Graduation from high school, including by courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary, preferably in a setting similar to assignment; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

LICENSE/CERTIFICATION

None

PHYSICAL ATTRIBUTES

Most tasks are performed in a sedentary work environment, attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items.

Ability to operate keyboard for on production basis to complete long, time-sensitive reports or documents may be required.

HAZARDS

Work involves exposure to normal, everyday risks involved in contact with the public, and at times with children and young adults.

UNUSUAL DEMANDS

Work is performed in an office and is subject to frequent interruptions.

Attendance at after hour, evening, and weekend meetings, conferences or in-service training sessions may be required of some positions.