Administrative Assistant to Superintendent

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

 Provides executive administrative expertise for the Superintendent to ensure the efficient and professional operation of the office.  Performs related work and duties as required. 

 

SUPERVISION RECEIVED

 Works under the direct supervision of the Superintendent.

 

DUTIES AND RESPONSIBILITIES

 1. Responds to inquiries by the public, employees and other government agencies;  

 2. Maintains the Superintendent’s electronic and/or written appointment calendar and

Schedule and performs a wide variety of administrative and management duties requiring discretion and confidentiality;

 3.  Performs office duties including typing, data entry, filing and preparation of all policies, procedures and other documents;

 4. Participates as a member of the management team as recording secretary and produces meeting minutes reports;

 5. Initiates follow through with management team members and various division leaders to track progress of assignments, projects, and overall status of respective areas;

6.   Read, enter, maintain and track information and data from various documents and enter into appropriate electronic database and/or spreadsheets;

 7. Exercises thorough substantive knowledge of office policies procedures and operations of the Department and exercises knowledge of assigned office or division.

 8. Flexibility and ability to learn and perform new duties and skills as assigned;

 9. Performs other duties and assignments as may be assigned.  

QUALIFICATIONS:

 1.  Thorough substantive knowledge of office procedures, practices, and equipment

  Including personal computers and cellular phones required;

 2.  Ability to type and write required; 

 3.  Ability to perform duties with a high degree of confidentiality required;

4.  Ability to communicate effectively in oral and written form required;

5. Experience with a Microsoft Windows (Windows 10 or later version) based operating

system and word processing required;

6.  Ability to maintain and record accurate records;

7. Knowledge of spelling and grammar and required formats;

8.  Ability to interact with employees and the public in a pleasant and discreet manner; 

ability to establish and maintain effective working relationships with individuals at all

levels throughout the organization, in other agencies, and in private industry; high

levels of customer service, independence, leadership and willingness to write and

maintain documentation;

9.  Ability to demonstrate initiative and to work with co-workers and consultants; self-motivator, ability to meet project deadlines and work on multiple projects simultaneously is essential;  

10.  Ability to complete moderate to complex level of qualitative and quantitative analyses; strong analytical and problem solving skills are required; attention to detail is crucial; need for creativity, flexibility and organizational skills;  

11.  High school graduate with business school or specialized training in secretarial skills or considerable secretarial experience or a combination of training and experience which provides the knowledge skills and abilities described above;

12. Demonstrate flexibility and the ability to learn and perform new duties and skills as assigned;

13. Thorough knowledge of Department policies and procedures is preferred;

 

ESSENTIAL FUNCTIONS

1. Answer telephone and respond to inquiries;

2. Regular, punctual and predictable attendance at assigned workplace.  Ability to work occasional nights or weekends on specific projects if necessary;

3. Knowledge of, compliance with, and enforcement of Department policies and procedures;

4. Compliance with security procedures;

5. Obeying moderately complex oral and written orders;

6. Communicating effectively both orally and in writing;

7. Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;

8. Dealing calmly and effectively with stressful situations, including emergencies; and

9. Exercising good judgment.

 

MINIMUM PHYSICAL REQUIRMENTS FOR ESSENTIAL FUNCTIONS

1. pull files, review contents, and file paperwork into files;

2. communicate orally with employees and the public;

3. read and enter information from various documents and enter the information into appropriate electronic database;

4. sit or stand periodically for 8 hours; 

5. lift up to 25 pounds;

6. carry up to 25 pounds;

7. climb stairs occasionally;

8. walk short distances; and

9. write and type.

ADDITIONAL FUNCTIONS OF POSITION

Participation in mandatory training.