Days per Year: 226

Min: $42,777

Mid: $50,335

JOB TITLE: Executive Secretary

REPORTS TO: Assistant Superintendent - School Leadership Office

WAGE/HOUR STATUS: Non-Exempt 

PAY GRADE: Para 8

PRIMARY PURPOSE:

The Executive Secretary is responsible for supporting the Assistant Superintendent of the School Leadership Office in the daily operation of the division, as well as planning, directing, and maintaining district programs. This position is responsible for communicating information to both internal and external customers. Thorough, efficient time management by careful appointment scheduling, screening phone calls, organizing, managing, and performing tasks related to various activities and departments, as well as support for the other division staff members.

Spring ISD employees are expected to act with integrity, support and demonstrate our core values, communicate clearly and respectfully, and seek to improve self-performance and processes continuously. Much of the work requires a high degree of independence, initiative, and self-discipline. Maintain confidential information and maintain frequent contact with all levels of district staff, parents, outside agencies, and the general public.

QUALIFICATIONS:

 Required:

• High School Graduate/GED from an accredited institution
• Five years of secretarial work experience

 Preferred:

• 60 College Hours
• Experience with senior and/or executive offices in public school administration or a related field
• Bilingual

SPECIAL KNOWLEDGE/SKILLS:

• Ability to perform multiple technical tasks simultaneously
• Effective oral and written communication skills
• Prepare and maintain accurate records
• Excellent understanding of the Operation of standard office equipment and

software applications such as PowerPoint, Excel, Word, and Google docs

• Independently prioritize the needs of the Division
• Ability to access websites and data via personal computer
• Very strong organization and time management skills
• Knowledge of district organization, operations, policies, and regulations
• Exemplary customer service skills
• Work under limited supervision
• Notary Public

MAJOR RESPONSIBILITIES AND DUTIES:

• Uses initiative and independent judgment within established policies and procedural guidelines
• Receives and screens communications, including telephone calls, email, and mail, using independent judgment to determine attention prioritization and respond to appropriate communications.
• Effective communication and interpersonal skills with the ability to help resolve and direct problem situations to appropriate administrators and/or staff members.
• Maintains the administrator schedule while keeping them reminded or informed of ongoing schedule changes, having pertinent materials/data readily available for each appointment.
• Organize and develop departmental meetings and agendas, including reserving meeting rooms, ordering meals, assembling, preparing, and distributing agendas and minutes, and any follow-up.
• Develop and monitor budgets for the division and maintain employee attendance in the department.
• Prepare purchase requisitions, travel reservations /reimbursement, expense payments, and orders; review contract renewals for office equipment; and maintain office supplies needed for division projects and events.
• Renew annual maintenance contracts for office equipment.
• Responsible for managing district-wide records and processes associated with student Public Education Grant transfer forms.
• Perform all other duties as assigned.

WORKING CONDITIONS:

The usual and customary methods of performing this job require the following:

Ability to work efficiently and effectively in a fast-paced, high-intensity work environment with frequent interruptions. The job may require prolonged periods of sitting, reaching, repetitive hand motions, and prolonged computer use. Overtime is required as necessary.

Duties performed require considerable initiative, tact, maturity, and independent judgment. The classification requires leadership qualities such as adaptability, flexibility, dependability, and accountability.

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The foregoing statements describe the general purpose and responsibilities assigned to this job. They are not an exhaustive list of responsibilities and duties that may be assigned or skills that may be required.