Administrative Assistant to Chief of Staff

Position: Administrative Assistant (Chief of Staff)

Time Schedule: 522

Reports to: Chief of Staff

FLSA Status: Non-Exempt

Job Code: 239

Hourly Rate: See current “Schedule of Salaries”

Employment Status: Regular/Full-time

Retirement System: SERS

Description: This is highly responsible administrative assistant work in support of a first-level executive of Akron Public Schools. An employee in this classification serves as a personal and technical assistant to a high-level administrator. This position is distinguished from other positions by the confidential nature and level of responsibility, the supervisor’s nature and level of responsibility in the district, and the administrative assistant’s responsibility for representing the supervisor to the public and in official contact with other Akron Public Schools’ administrators and other governments and agencies.

Note: This is not a Civil Service tested position

Minimum Qualifications

• Graduation from an accredited high school or GED.
• Minimum of five years of progressively responsible office support work preferably supporting a senior executive.
• Excellent keyboarding, grammar, punctuation, communication, organizational skills, technology skills, and time management.
• Demonstrated ability to work well with administrators, staff, and community members.
• High degree of discretion and confidentiality.
  
  

Desired

• Bachelor’s Degree in business or other relevant field preferred.
• Paralegal certification or legal secretary experience.
  
  

Essential Functions

• Serves as personal, confidential, and technical assistant to the Chief of Staff.
• Maintains and honors confidentiality in all job-related duties.
• Support legal office and coordinate legal services for all district departments.
• Works closely with outside legal counsel in providing various legal services to the District.
• Support and assist with coordinating public records requests.
• May be required to research records, legal matters, or relevant topics needed.
• Exercises a high level of accuracy and confidentiality in performing all job duties.
• Attend and record/take meeting minutes and other technically difficult material.
• Serves as a resource and provides information to the Chief of Staff.
• Assists in achieving the Chief of Staff goals and goals of the Akron Public Schools.
• Make travel arrangements for the Chief of Staff.
• Coordinate professional development for the Chief of Staff when needed.
• Maintains Chief of Staff calendar.
• Schedule meetings, prepare agendas, prepare materials, and make all other necessary arrangements.
• Establishes and maintains all records, systems, and procedures necessary to the office administration of a major program or project.
• Responsible for coordinating the department budget.
• Orders materials, supplies, and publications and determines if adequate funding is available.
• Independently composes correspondence and prepares correspondence for the administrator's signature.
• Compiles complex reports and correspondence.
• Establishes, prepares, and maintains attendance, payroll, mileage, budget, and personnel reports and records.
• Independently decides and compiles background data to support the supervisor’s position.
• Exercises a wide variety of control over activities, expenditures, and record keeping of the department.
• Has full responsibility for administering a technical and important aspect of the supervisor's program/office such as use of school property, securing quotes for a major purchase, budget or personnel control, or other system-wide responsibility.
• Serves as liaison with parents, community, and inter-agency personnel.
• Ascertains name and purpose of callers, visitors, and correspondence directed to the Chief of Staff or other appropriate staff members.
• Work with the Board of Education and assist with addressing their concerns or Board member requests.
• Uses judgment in determining the sensitivity of an issue or inquiry (based on public relations considerations, Board of Education policies, and Chief of Staff procedures), and personally gives information or forwards contact to appropriate sources.
• Prioritizes and identifies critical tasks.
• Obtains commitment and cooperation from others to ensure maximum positive impact on educational programs and services.
• Prioritizes and distributes mail and other communications to the appropriate administrator or department.
• Initiates and establishes procedures, and completes complex assignments.
• Provides pertinent information regarding services and procedures of the department and Akron Public Schools.
• Attends meetings and in-services as required.
• Coordinates maintenance, repair, and supplies for office equipment.
• Maintains knowledge of specific program areas and Akron Public Schools policies and procedures.
• Promotes good safety practices and procedures.
• Required to travel locally and outside of the district as needed.
• Self-driven, able to anticipate work and projects before being directed.
• All other duties as assigned by the Chief of Staff.
  
  

Required Knowledge, Skills, And Abilities

• Extensive knowledge of the organization and functions of the organization.
• Considerable knowledge of the policies, responsibilities, functions, practices, and resources of the Akron Public Schools and Board of Education.
• Extensive knowledge of office practices and procedures, English grammar, spelling, arithmetic, and business correspondence and reporting formats.
• Ability to establish, maintain, and retrieve records and information resources.
• Ability to provide courteous and efficient service to callers and visitors.
• Ability to use accurate judgment in deciding matters needing the attention of the Chief of Staff, Board of Education members, or other administrators and in the personal supplying of the requested information.
• Ability to follow oral and written instructions.
• Ability to listen effectively.
• Ability to anticipate and prepare materials needed for meetings, procedures, and events.
• Ability to accurately sort, organize, and file documents and data alphabetically, chronologically, or numerically.
• Ability to communicate ideas and directives clearly and effectively both orally and in writing.
• Ability to prioritize, organize, time manage, and problem-solve job duties.
• Ability to initiate projects and follow through to completion of projects.
• Skill in performing complex mathematical computations.
• Ability to work effectively with others.
• Ability to work independently.
• Ability to be flexible and adapt to changing situations.
• Skill in maintaining and verifying complex records.
  
  

Equipment Operated

• General office equipment.
• Uses a computer to enter, retrieve, and maintain various records and forms of data.
• Uses a computer, relevant software (Microsoft and Google), copier, and printer to accomplish complex word processing, database spreadsheets, and presentation tasks as required.
• Use of projector and virtual connectivity for specific meetings.
  
  

Physical Demands

The physical demands of the job described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is exposed to a normal office environment and is regularly required to talk and hear; frequently required to walk, sit, and stand; stoop, kneel or crouch; use hand to type, handle, and carry objects; may be required to lift up to 15 pounds in weight. Must be able to use a computer.

If you require any special services (such as an interpreter, braille or large print, or wheelchair-accessible accommodations) covered under the Americans with Disabilities Act of 1990, Public Law 101-336, Section 102, please call the Department of Human Capital at 330-761-2949. If you are using a TTY/TTD, please call the Ohio Relay Service, at 1-800-750-0750.

Akron Public Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, military status, ancestry, or genetic information (collectively, "Protected Classes").

Diverse candidates are encouraged to apply