Job Title:            Administrative Assistant to Chief Operations Officer    Exemption Status:  Nonexempt

Reports to:         Chief Operations Officer                                           Pay Category: 08                                                   

Dept./School:    Central Administration  Work Calendar: 233 Days       Date Revised: December 2024

Primary Purpose:

Work under minimum supervision to provide advanced clerical and other support to the Chief Operations Officer and basic clerical support to the Executive Director of Communications. Interface with the District’s Third-Party Administrator for work injuries/illnesses and communicate with District employees who suffer a work injury/illness. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED; college coursework or previous similar support to directors and other executives is preferred

Special Knowledge/Skills:

Excellent public relations, organization, communication, and interpersonal skills

Ability to multi-task numerous complex administrative activities

Ability to work one-on-one with other clerical positions and perform basic training for those individuals

Ability to read contract terms and conditions to identify changes from previous contracts

Ability to use software to develop and maintain spreadsheets, prepare presentations, perform basic data analysis, and do word processing using both Microsoft Office & Google Suites, and proficient in using Adobe Professional for editing and preparing signatures

Knowledge of school district organization, operations, and administrative policies preferred

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Experience:

3-5 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Advanced Clerical Support

1. Coordinate the contract review process. Review contract terms and conditions to identify changes from previous contracts to expedite the COO or legal counsel’s review. Communicate needed changes to departments/schools and outside counsel, as directed.
2. Acts as the District’s first line of communication with injured employees and with the claims adjuster from the outside provider. Monitor the adjuster’s work and his/her claim’s notes, the employee’s recovery and progress, and keep the COO and risk manager informed of these areas.
3. Submits initial claims to the risk-transfer pool for legal liability, property casualty, vehicle accidents, and workers’ compensation
4. Assist the COO with scheduling appointments and finding/making room reservations. Maintain the schedule for the conference room in the office suite. Coordinate and set up meetings, including reserving the venue, preparing materials for meetings, and arranging refreshments and catering as needed. Check the venue for setup. Attends after-hours meetings as needed.
5. Review and process routine department invoices, insurance invoices, workers’ compensation billing, billings from the District’s phone service and long-distance call providers, and expenditures from the damage and vandalism accounts.
6. Prepare correspondence, forms, manuals, reports, presentations, spreadsheets, and other documents. Review revised policies and administrative regulations for accuracy and posting.
7. Make travel arrangements, including hotel reservations, turn in conference registration forms and per diem requests, and arrange travel-related modes as needed.
8. Maintain records, reports, contracts, etc., in an easy and accessible format. Maintain board meeting minutes and packets, deeds, titles, and the District’s policy manual. Maintain all files.

Reception and Phones

1. Answer incoming calls and greet visitors. Respond to inquiries and support from staff and the public and refer appropriate inquiries or problems to the Chief Operations Officer or other administrators.

Reports, Inventory, Committees & Correspondence

1. Compile pertinent information and data used to respond to committees or to prepare various required state and local reports. Revise or implement processes for the department.
2. Prepare purchase orders and payment authorizations as directed. Enter budget, monitor budgeted expenditures during the year, and provide base budget needs to the COO. Maintain supplies inventory. Maintain damage and vandalism accounts.
3. Compile, maintain, and file all contracts, policies, work injury/illness reports, other reports, records, and other documents as required.

Other

1. Participate in the District-level emergency management operations to support the COO and other leaders with information, deliver communication as requested, and perform tasks within the EOC as assigned.
2. Attend department and other meetings.
3. Comply with policies established by federal and state laws and regulations, as well as local board policy.
4. Maintain strict confidentiality. Keep the COO informed of issues and potential issues related to the division's overall operations.
5. Follow District safety protocols and emergency procedures.
6. This position requires occasional overtime to complete tasks.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 20 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions in a fast-paced environment; maintain emotional control under stress

Salary : $195