Executive Assistant I - Gifted and Talented Program

Position Description

Essential Duties and Responsibilities

Operation

• Plan, initiate, and carry to completion department, program or administrative secretarial support activities; develop, monitor and modify office procedures; organize office projects and processes; manage day-to-day office operations
• Organize school-division-wide projects, overseeing the development and dissemination of program materials, special mailings, procedure guides, manuals and training materials
• Screen director's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to director with pertinent background material
• Relieve director of routine administrative tasks and ensure smooth and efficient day-to-day operation of the department
• Supervise subordinate clerical/secretarial staff; assign other staff or serves as back up for other clerks/secretaries assigned to office. Assign duties and review completed work for accuracy and completeness
• Prepare meeting sites; attend meetings, hearings and conferences to take official minutes
• Make travel arrangements

• Compile data for reports and gather and interpret information from appropriate sources; process personnel evaluation reports, process budget-related documents; may prepare information and presentation in packets including graphs and charts
• Organize and maintain filing systems according to standard filing procedures and reconcile various records such as inventories of supplies and equipment; track employee leave time and work hours; may process and maintain payroll files for supplemental pay
• Prepare requisitions, vouchers, budget forms and other payroll and financial data; maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts; help with preparation of department budget
• Compose routine correspondence, newsletters and other communications not requiring supervisor's personal attention and may sign administrator's name to correspondence of a routine nature; compile data for questionnaires; maintain control records on incoming correspondence and action documents and follow up on work-in-progress to ensure timely response or action. Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
• Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
• Attends professional development activities/programs to keep up with current developments and innovations in area of transportation

• High School diploma or GED Including or supplemented by courses in computer programs and office practices; post high school business or business management course work highly desirable
• Minimum of 3 years of secretary experience preferred
• Ability to establish and maintain successful working