Executive Assistant - Assistant Superintendent of Human Resources

Primary Purpose:

Ensure the efficient operation of the administrative office and provide services to administrative personnel and other staff members. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public. Processes and maintains all substitute records. Administers substitute calling system.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities

Experience:

3 years or more advanced administrative assistant experience with extensive contact with people.

Major Responsibilities and Duties:

Administrative Support

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Assists the Assistant Superintendent of Human Resources with the preparation of documents for meetings and training. (HR Board Standing Committee, Mentoring and PDAS)
• Schedule appointments and maintain the administrator's calendar. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators.
• Set up meetings and trainings including reserving the venue, arranging for refreshments and catering and preparing materials and documents, as needed.
• Make travel arrangements including hotel reservations and conference registration.
• Maintain shadow budget and reconcile department budget monthly to ensure accuracy in posting.
• Prepare requisitions, request for payments, and travel vouchers, remote deposits, and match cash receipts.
• Order and maintain office supplies.
• Process facility rental requests for the district.
• Serve as admin building contact for custodial, maintenance work orders, copier, and building keys. Process building mail daily.

Policy, Reports, and Correspondence

• Compile pertinent data used to prepare various required state and local reports.
• Responsible for records retention for department.

Substitute Specialist

• Maintain an active substitute list and a daily substitute placement log.
• Maintain records on substitutes including applications, evaluations, attendance, etc.
• Receive and process substitute applications and screen and interview substitute applicants.
• Prepare and submit information required for processing substitute employee payroll.
• Update substitute handbook.
• Provides clerical assistance including filing, copying, sorting, and distributing various materials.
• Administers Red Rover software for all TISD staff and substitute pool to include initial set up and maintenance.
• Coordinates all long-term substitute placement/assignments.
• Prepares and distributes periodic absentee reports.
• Input substitutes in Skyward
• Run Criminal History background checks on substitutes, volunteers, and district employees.
• Maintain organization chart for Time Off/Skyward

Other

• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain working knowledge of district and its policies.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Leadership Qualities

• Models a Commitment to Excellence by embracing a shared vision for the campus, utilizing innovative approaches to that align to the school vision, and influences others to achieve campus and district goals.
• Has the ability to Connect with All by building trust among peers, collaborates in a way that values varying perspectives, and communicates clearly with campus peers and administrators.
• Seeks opportunities to Invest in Growth by pursuing opportunities to learn, empowers teammates to grow and develop, and embraces reflective practices to encourage growth toward goal attainment.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress