Executive Assistant – Transformation and Accountability

Executive Assistant � Division

PC#: 21138

Reports to: Chief - Division
Pay Grade: 706
Salary Range: $51,624 - $62,197
Duty Days: 239
FLSA Status: Non-Exempt
 

Position Purpose

Provides a full range of administrative, secretarial, and clerical support to the Division Chief; composes letters, memos, and board agenda items; prepares reports, work orders, and enters digital information which may include fiscal information or payroll.  May coordinate and/or respond to open records requests.  Delivers high level customer service over the phone and in person, while maintaining confidentiality.

ESSENTIAL JOB FUNCTIONS

Records, Reports & Correspondence

• Composes letters, memos and board agenda items.
• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related division activities.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Prepares and maintains forms and records including personnel and payroll information.
• Maintains office files in a systematic and confidential manner.
• Monitors and processes time records including leave requests and reports. Compiles information and submits to central office according to established procedures and deadlines.
• Compiles, maintains, and files all reports, records, and other documents as required. Maintains division records according to established procedures.
• Acts on open records requests by distributing to the appropriate department, following up on the request, and submitting to the legal department by due date.

Reception & Phones

• Provides high level customer service and maintains confidentiality when answering incoming calls from employees, community members, government officials, parents, administrators and others.
• Exercises active listening skills, attentive to details in order to address and diffuse difficult situations with the caller.
• Exercises good judgment in assessing when a call needs to be escalated to a higher level.
• Takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel.
• Schedules meetings and appointments and maintains calendar for Chief.

Accounting & Inventory

• Assists with division budget preparation and maintains accurate records of expenditures. Prepares and processes purchase orders and receives, stores, and issues supplies and equipment.
• Prepares and processes division payroll submissions in a timely manner; acts as liaison for the division with regard to division payroll issues.
• Maintains inventory of fixed assets, equipment, and supplies.

Other

• Assists with planning, preparation, and setup of staff meetings and division activities.
• Sorts, distributes, or delivers mail and other documents.
• Assists with setting up computer to connect with audio visual equipment for presentations.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

Supervisory Responsibilities

• Monitors the work of division secretaries and clerical aides.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamw