Administrative Assistant - Superintendents Office

EXECUTIVE SECRETARY- SUPERINTENDENT'S OFFICE

Minimum Qualifications

• High school diploma, Associate degree preferred
• Post-secondary secretarial or office management training is desirable
• Documentation of a clear criminal record in compliance with state statue.
• Complies with drug-free workplace rules and Board policies
• Strong organizational, planning, and project management skills
• Proficient in oral and written communication skills
• Ability to compute mathematical data accurately
• Strong multi-tasking ability and problem-solving skills
• Demonstrated proficiency in office protocol and the use of information technology systems
• Demonstrated accuracy in data entry, spelling, proofreading, and the correct use of grammar
• Demonstrated proficiency in the use of office and/or other management information software
• Collaborative disposition among co-workers and clients
• Pleasant and professional telephone etiquette
  
  

Note: This assignment may require a valid driver's license and access/availability of reliable of a reliable vehicle. Employees must meet all prerequisite and ongoing qualifications to be covered by the service center's insurance carrier.

FLSA Classification: Exempt

Reports To: Superintendent

Job Objectives

Performs secretarial and clerical duties in the Office of the Superintendent. Serves as the Superintendent's personal administrative assistant.

Responsibilities And Essential Functions

"The following duties are representative of performance expectations; however, the list below is not ranked in order of importance."

• Performs administrative, clerical and fiscal duties and routine tasks that facilitate effective and efficient operation of the Office of the Superintendent and Center for Communications and the Governing Board
• Uses judgment aligned to the agency purpose and goals and take the initiative to perform tasks independently
• Identifies and implements procedures that improve productivity
• Maintains a functional filing system that ensures the safe retention and efficient retrieval of office records in accordance with Ohio's records laws
• Upholds Board policies and follows administrative guidelines and procedures
• Promotes a favorable image of the service center
• Supports community/school partnerships that enhance the service center's operational effectiveness
• Respects personal privacy and maintain confidentiality of privileged information
• Answers the telephone, directs calls based on the nature of the inquiry, take/deliver messages, and manage calls efficiently to keep telephone lines open
• Maintains the Superintendent's calendar and schedules appointments as directed
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verify appointments. Directs visitors to the appropriate person or office
• Keeps current with program, policy, and procedure changes and inform staff about relevant issues as directed. Refer inquiries requiring policy interpretation to administrators
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
• Verifies the accuracy of database information as directed
• Composes and types routine correspondence, memos, notes, forms, etc.
• Collects, compiles, edits, and types statistical data and reports as directed
• Prepares the Governing Board's meeting agendas and board meeting minutes
• Uses photocopying, duplicating equipment, and computer printers to produce documents, and fix minor equipment malfunctions and contact appropriate staff to schedule repairs as needed
• Maintains office transaction records (e.g. receipts, expenditures, etc.)
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice)
• Types, duplicates, assembles and processes routine and special mailings
• Assists with committee assignments and/or special projects as directed
• Prepares purchase orders as directed, and maintain procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
• Monitors and reorders office supplies to maintain reliable service levels
• Maintains forms related to administrative guidelines/procedures and program functions
• Keeps files and supplies properly stored to maintain an orderly officePeriodically discards archived records as directed, following the records retention and disposal schedule adopted by the board
• Takes precautions to ensure staff/student safety, watching for behavior that may indicate a problem and working with staff to eliminate unacceptable behavior
• Reports evidence of suspected child abuse and neglect as required by law
• Keeps current with advances in office technology, and update office procedures as needed
• Cross-trains with other support staff as directed and offer assistance when needed
• Participates in staff meetings and professional growth opportunities as directed
• Accepts personal responsibility for decisions and conduct
• Maintains positive rapport with agency staff and serve as a positive role model for others
• Performs other specific job-related duties as directed by Superintendent or his/her designee.
  
  

"Job performance is evaluated according to the policy provisions adopted by the Governing Board of the Educational Service Center of Central Ohio."

Conduct

Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the Agency.

Terms Of Employment

Each staff member shall serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values.

January 2024

Job ID 20454