Executive Secretary for Learning Services

Location:

EAC (Education and Administration Center)

Recruiting Start Date:

11/15/2024

Estimated Start Date:

12/02/2024

Provides administrative assistance and secretarial services to the director and department supervisors.

The following statements are illustrative of the essential functions of the job and other key duties that may be required. The description may not include all functions performed by the incumbents in various locations. The district reserves the right to modify or change the duties or the essential functions of this job at any time.

• Reports consistently for work as scheduled

• Performs other duties as assigned

• Attains proficient or higher evaluations on established Performance Standards

• Acts as a resource for inquiries from staff and community

• Answers telephone and greets visitors, providing information and routing inquiries as appropriate

• Arranges, schedules, prepares agendas, produces and disseminates minutes for stakeholder meetings and orientations

• Assists applicants and new staff with appropriate paperwork and processes

• Assists in the preparation and production of items related to grants and reports for the Colorado Department of Education, district administration, and the Board of Education

• Assists with hiring-related tasks and processes

• Assists, schedules, and confirms appointments and meetings

• Attends professional meetings, seminars, and workshops

• Creates, updates, prepares, collates, analyzes, and processes reports related to job-specific responsibilities

• Files and sorts a variety of documents including sensitive and confidential information

• Interprets, explains, and executes district rules, regulations, policies, and procedures to staff and the public

• Maintains related information related to specific responsibilites

• Maintains various databases, reports, and office filing systems

• Maintains/prepares budget records and summaries

• Opens, sorts, and distributes incoming mail, and prepares outgoing mail as requested

• Organizes and assists with sponsored events

• Organizes interview processes

• Performs a variety of bookkeeping procedures within the department and reconciles/tracks various accounts

• Performs a variety of duties using various types of office equipment

• Performs routine activities related to departmental functions and job-specific responsibilities

• Prepares and coordinates travel documentation and arrangements

• Prepares and processes data and reports related to job-specific responsibilities

• Prepares correspondence, reports, and updates lists related to job-specific responsibilities

• Processes information, paperwork, and files

• Provides assistance to district staff consistent with job-specific responsibilities

• Provides assistance to other office staff

• Supports school and department administration inquiries

• Updates required state and federal compliance documents and notification processes

Knowledge, Skills, and Abilities:

• Ability to create, access, input, retrieve, and manipulate information in various software systems

• Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, other agencies, and the general public

• Ability to follow oral and written instructions

• Ability to greet and interact with the public in a courteous and professional manner

• Ability to maintain confidentiality

• Ability to manage simultaneous demands

• Ability to operate standard office equipment, performing a wide range of tasks

• Ability to prepare correspondence on routine matters

• Advanced knowledge of technology and related software utilized within the department

• Demonstrates discernment, excellence, honesty, integrity, patience, perseverance, respect, responsibility, and trustworthiness

• Detail-oriented

• Energetic, creative, innovative, flexible

• Excellent cooperative and collaborative skills

• Knowledge of and demonstrated successful experience in human relations and communications

• Knowledge of office methods and procedures, to include appropriate telephone etiquette

• Knowledge of record keeping and filing techniques

• Strong organizational, interpersonal, written, listening, and verbal communication skills