Summary: The Executive assistant to School Counseling and Support Director will provide high-level administrative support to the Counseling and Support Services Director and acquire significant knowledge of district-wide and Counseling related policies, procedures and practices. Possessing excellent organizational, writing, and editing skills and an ability to anticipate the needs of the Director and Department, the executive assistant takes initiative to make the work of the Counseling and Support Services Director more efficient and effective.
Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Conserves Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
Maintains Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
Maintains Counseling Department and Counseling Director’s confidence and protects privacy by keeping information confidential.
Prepares reports by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies
· Receive, review, prepare and/or submit various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc.
· Prepares a variety of correspondence and departmental forms
· Maintain/update various department/district database tools pertaining to the Counseling Department (applications, certification, contracts, employee appraisal, etc.)
· Gather and merge data to complete annual local, state, and federal reports
· Facilitate new employee activation process with the Human Resources Department
· Maintain current records for new Counseling employees and position vacancies
· Use Counseling Departmental Data collection to generate relevant statistical information and presentations
Supervisory Responsibilities: This position has no formal supervisory responsibilities.
Minimum Required Qualifications:
· Associates degree AND/OR
· Five+ years of Executive support OR
· Equivalent combination of education and experience
Certificates and Licenses: None required.
OTHER REQUIRED QUALIFICATIONS:
· Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, Visio, etc.); Web proficiency.
· Talent in identifying and solving problems.
· Ability to travel 20% of the time
· Ability to pass required background check
Work Environment: This is an office-based position. The noise level in the office is usually moderate (conversations, computers, printers, light foot traffic).
The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works. It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.
Job Type: Full-time