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Administrative Assistant - Chief Academic Officer/Executive Director of Secondary Education

Temple
Temple, TX Full Time
POSTED ON 1/26/2025
AVAILABLE BEFORE 1/1/2050

Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the Chief Academic Officer & Executive Director of Secondary Education. 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

 

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

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

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

 

Experience:

Three years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Clerical Support

  1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
  2. Schedule appointments and maintain the calendars of the Chief Academic Officer & Executive Director of Secondary Education
  3. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
  4. Make travel arrangements for administrative staff as needed, including making hotel reservations and turning in conference registration forms.
  5. Organize and manage routine work activities for the administrative office.

 

  1. Manage and maintain professional development on district professional development database, and update employee professional development data as needed.

Reception and Phones

  1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to Chief Academic Officer, Executive Director of Secondary Education or other administrators.

Policy, Reports, and Correspondence

  1. Compile pertinent data used to prepare various required state and local reports.
  2. Assist with the preparation of the department budget.
  3. Reconcile department budget on a monthly basis to ensure accuracy in posting
  4. Prepare requisitions, direct pays, and travel vouchers.
  5. Compile, maintain, and file all reports, records, and other documents as required.

Other

  1. Comply with policies established by federal and state laws and regulations, and local board policy.
  2. Maintain confidentiality.
  3. Follow district safety protocols and emergency procedures.

Leadership Qualities

  1. Models a Commitment to Excellence by embracing a shared vision for the department, utilizing innovative approaches to that align to the school vision, and influences others to achieve campus and district goals.
  2. Has the ability to Connect with All by building trust among peers, collaborates in a way that values varying perspectives, and communicates clearly with campus peers and administrators.
  3. Seeks opportunities to Invest in Growth by pursuing opportunities to learn, empowers teammates to grow and develop, and embraces reflective practices to encourage growth toward goal attainment.

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 15 pounds)

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

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Salary : $30,887 - $46,208

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