Executive Admin Spec.

Executive Administrative Specialist, full-time, 260-day, Grade G-12 position with the Department of Human Resources at the Syphax Education Center.

GENERAL STATEMENT OF DUTIES: Serves as personal administrative assistant to the Assistant Superintendent of Human Resources. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office. Responsible for the administrative support operation of the assigned department, requiring frequent contacts with the most senior officials of the school system, colleges, universities and area business leaders and members of the community.

Also handles unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial functions and activities, including typing, bookkeeping, check deposits, some financial responsibilities for various other departments and programs, and public relations. Employees frequently work independently when dealing with complaints, information dissemination, and other departments within the school system. Positions allocated to this class serve major organizational components of the school system and require an understanding of system-wide and administrative procedures.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: Graduation from high school, including or supplemented by courses in typing, word processing and office practices or supplemented by college level, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Specialist, preferably in a setting similar to assignment;

or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

ESSENTIAL FUNCTIONS OF THE CLASS (May not include all duties performed; not all incumbents perform all essential functions delineated.):
Plans, initiates, and carries to completion departmental program or administrative support activities;
Develops, monitors and modifies departmental office procedures, organizes office projects and processes, and manages day-to-day office operations;
Screens Assistant Superintendent's telephone calls and mail and personally responds to those that can be handled at the secretarial level, while forwarding the remaining calls/mail to supervisor with pertinent background material;
Screens visitors and responds to inquiries, referring to others as required;
Makes appointments for supervisor or other administrative personnel;
Maintains supervisor's calendar and makes travel arrangements;
Reviews outgoing correspondence from a number of subordinate sections for format, spelling, punctuation, and grammar before submitting for supervisor's signature;
May supervise subordinate clerical staff;
Types a variety of correspondence and reports; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs;
Takes and transcribes meeting minutes;
Signs supervisor's name to correspondence of a routine nature;
Composes routine correspondence, newsletters and other communications;
Compiles data for questionnaires, prepares in-service materials, maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action;
Organizes school division-wide projects and oversees the development and dissemination of program materials, special mailings, or guides, manuals, and training materials;
Attends meetings, hearings and conferences, taking official minutes;
Researches and develops material for use in official engagements;
May attend School Board Meetings;
Prepares reports, logs, agendas and other documents proposals for distribution by copying, collating and binding materials;
Prepares requisitions, vouchers, budget forms and other payroll and financial data, maintains and reconciles detailed financial records, and request for payment submitted by appropriate budget accounts;
May be delegated authority to direct…