Job Title: Executive Secretary Associate Superintendent for Accountability and Compliance

Duty Days: 240

Pay Grade: C06

Salary Schedule: Click for Salary Schedule

Primary Purpose:

To provide direct support to the Associate Superintendent for Accountability and Compliance and to facilitate the effective and efficient operation of the department.

Qualifications:

Education:

High school diploma or above

Notary Public

Experience:

Five (5) years of advanced secretarial and bookkeeping experience preferably in the public school setting.

Special Knowledge/Skills:

Executive level organizational, communication, and interpersonal skills

Must have strong work ethic, be dependable, and maintain high level of confidentiality

Must be highly attentive to details

Required to have advanced computer literacy in Word, Excel, PowerPoint, and Google to create professional looking materials, presentations, surveys, and shareable documents

Executive level skills in math, grammar, and proofreading

Strong commitment to service and support is essential

Should have the ability to compile data, prepare reports, organize complex projects, coordinate a variety of tasks, and meet critical deadlines

Need detailed recordkeeping, professional letter composition, and file maintenance skills

Creative thinker who takes initiative is essential

Must have the ability to work well under pressure and maintain focus with frequent interruptions

Must be able to quickly adapt to new tasks, procedures, and computer software

Must maintain a friendly, hospitable, customer-driven mindset with all stakeholders

Experience with Lawson and Frontline software is preferred

MAJOR RESPONSIBILITIES AND DUTIES:

1. Carry out purchasing, hiring, payroll, budgeting, and office management duties with precision, efficiency, and good time management.
2. Coordinate all department meetings, prepare professional and creative correspondence, presentations, and facilitate catering needs. Record proceedings of meetings and transcribe minutes.  
3. Serve as office manager for the Accountability and Compliance Department. Creatively plan department teambuilding gatherings and activities. Process bi-monthly payroll and maintain department records, supplies, and inventory.
4. Assist with annual budget preparation, monitor budgeted expenditures, prepare budget amendments, and journal entries. Prepare statistical reports and spreadsheets. Enter purchasing requisitions, receiving reports, and work orders.
5. Work jointly with the ASCD’s office and campuses to proficiently handle requests for DAEP appeal hearings and communicate with parents. Maintain accurate documentation of hearings including audio recordings.
6. Assist in revising the Student Code of Conduct for annual translation, printing, and webpage posting.
7. Assist in the Board of Trustees and bond election process.
8. Notarize documents as needed.
9. Interface with district staff, Board members, trustee candidates, parents, community, and state and county agencies with a customer-driven approach.
10. Assist with coordination of Strategic Planning and District of Innovation.
11. Perform other duties assigned by the Associate Superintendent for Accountability and Compliance

EQUIPMENT USED:

Computers, copy machine, printer, fax machine, telephone, and 10-key calculator

WORKING CONDITIONS:

Mental Demands:

Ability to communicate effectively (verbal and written); ability to multitask and concentrate with frequent interruptions; ability to interpret, coordinate, and compile data; ability to maintain emotional control under stress

Physical Demands/Environmental Factors:

Frequent interruptions, prolonged sitting and repetitive hand motions working with computer, calculator, and telephone

Frequently required to meet critical deadlines with severe time constraints Occasionally required to work irregular days and/or extended work hours Occasional district/regional travel