Administrative Assistant to Executive Team -(School Leadership)

KANSAS CITY PUBLIC SCHOOLS

JOB DESCRIPTION

Job Title:                   Administrative Assistant to Executive Team  

Job Code:                   02028

Salary Grade:            A624 ($25.70– 35.55)

Department:              SCHOOL LEADERSHIP - ELEM & SEC

Reports To:                Cabinet Member/Executive Team

FLSA Status:              Non-Exempt

Prepared Date           August 2024       

PURPOSE OF JOB:  Provide efficient, skillful and confidential administrative support to Cabinet Member or Executive Team Member

Essential Duties and Responsibilities:

1. Organize and Prioritize Workflow: Efficiently organize and prioritize tasks, developing office procedures to support streamlined workflow and enhance productivity.
2. Compose and Process Documentation: Draft and process correspondence, reports, documents, and statistical data, often of a confidential nature. Independently prepare responses to routine correspondence.
3. Manage High-Pressure Assignments: Complete assignments competently and within required deadlines, even in high-pressure situations.
4. Maintain Efficient Filing Systems: Develop and maintain an efficient filing system designed for quick retrieval of documents.
5. Proofread and Edit Documents: Ensure documents are accurate by proofreading and editing for proper spelling, punctuation, grammar, and sentence structure.
6. Coordinate Departmental Projects: Organize and manage departmental projects, implementing all relevant components with excellent organizational skills.
7. Facilitate Cross-Departmental Collaboration: Coordinate and follow up with cabinet members, principals, and other district staff to ensure the completion of projects involving multiple individuals and/or extended periods.
8. Manage Calendar and Appointments: Maintain the calendar for the Cabinet Member, schedule appointments, initiate travel arrangements, and prepare itineraries. Prepare materials for the Cabinet Member’s meetings.
9. Monitor Office Supplies: Determine the status of office supplies, subscriptions, and service contracts, and prepare requisitions as needed.
10. Handle Inquiries and Complaints: Respond courteously and tactfully to inquiries and complaints from District patrons, referring callers and visitors to appropriate District staff.
11. Process Invoices and Track Expenditures: Coordinate the assembling, preparation, and processing of invoices. Track annual department expenditures to ensure the budget is not exceeded.
12. Prepare Board Documentation: Prepare and submit monthly Board Doc items for the Cabinet Member’s organization.
13. Manage Contracts: Prepare, obtain appropriate signatures, and file contracts for District staff.
14. Event Management: Plan, organize, and execute events, ensuring all logistical details are handled efficiently.
15. Program Management: Oversee the planning, implementation, and tracking of specific short-term projects and long-term programs.

Required Qualifications:

• Educational Background: Associate Degree preferred
• Experience: Three (3) years of executive-level secretarial experience (seven years of executive-level secretarial experience may be substituted for the degree/experience requirement).
• Technical Skills: Ability to type a minimum of 60 net words per minute, 10-key proficiency, and experience with calculators, printers, fax machines, copier machines, and other basic office equipment.
• Communication Skills: Effective written and oral communication skills, including strong spelling, grammatical, proofreading, and composition abilities.
• Professionalism: Ability to handle calls with dispatch, diplomacy, and professionalism, and maintain confidentiality in work-related areas.
• Software Proficiency: Advanced skills in MS Word, Excel, and PowerPoint, G-Suite, Outlook

PHYSICAL DEMANDS: The physical demands described here 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 the essential functions. 

This job requires that the employee be able to: sit, stand, walk, speak, hear, use hands, fingers, reach with hands and fingers; bend, stoop, lift objects of at least ten pounds; visual ability requires mono and color vision.

TERMS OF EMPLOYMENT:

Length of work year: 12 months (7.5 hours per day/ 5 days per week)

Benefits:           Health and Dental Insurance are provided.

KCPS Defined Benefit Pension plan – mandatory 9% contribution is required from employee and matched by KCPS; Voluntary retirement savings plans are also available.

Salary : $26 - $36