Secretary - Executive Director of Engagement, Equity & Access

ROLE AND PURPOSE :

Provide support for the Executive Director of Engagement, Equity and Access and Family and Community Engagement Department, coordinate budget, meetings / events, vendor agreements, travel arrangements and other similar day-to-day operations of the Engagement, Equity and Access office.

Provide accurate information when responding to inquiries while maintaining professional discretion concerning confidential matters and engaging in frequent contact with all school district stakeholders.

Provide administrative support to ensure the operation of the Arlington ISD Center for Family and Community Engagement.

QUALIFICATIONS :

Education / Certification :

• High School Diploma or equivalent
• Fifteen semester hours of college credit with some business orientation or equivalent business college training preferred.

Experience :

• Successful demonstration of competencies in typing, filing procedures, office records management, computer skills, and business writing or three years of general clerical / secretarial experience preferred.
• Public school experience preferred.

SPECIAL KNOWLEDGE / SKILLS :

• Be proficient in all areas of general office skills and management.
• Excellent public relations, organizational and interpersonal skills
• Proficiency in Microsoft Office Programs in a Windows environment
• Proficiency with database programs
• Ability to multi-task numerous complex administrative activities
• Event planning and coordination
• Knowledge of school district and school district policies and procedures preferred.
• Fluent in English / Spanish preferred

MAJOR RESPONSIBILITIES AND DUTIES :

I. ADMINISTRATION AND FISCAL / FACILITIES MANAGEMENT :

• Enter department budgets for which the Executive Director is responsible, keep status of accounts and make necessary data entries for adjustments to budget accounts.
• Ensure district requirements for vendors are fulfilled and maintained. In collaboration with the Business Services Office, assist vendors with quotes, purchase orders and payments.
• Maintain appointment calendar for the Executive Director
• Maintain department meeting calendar.
• Assist in organizing large group meetings for internal and external stakeholders.
• Maintain minutes of meetings with internal and external stakeholders
• Prepare correspondence and memos as needed for the Executive Director
• Maintain department office files including supply inventory.
• Make travel arrangements as needed for the Executive Director and team members as needed.
• Assist with maintenance of department time sheets and absences.
• Assist with preparation and editing of family and community informational materials to be distributed.
• Submit printing requests as needed.
• Oversee and maintain building equipment, including copiers, printers, and scanners, by identifying machine issues, coordinating repairs with vendors and managing equipment inventories.
• Develop and manage building calendars to ensure efficient scheduling and resource allocation.
• Process and track building work orders to ensure timely completion of maintenance and repair tasks.
• Receive and handle incoming orders for building supplies and equipment, ensuring proper inventory management and timely distribution.

II. SCHOOL / COMMUNITY RELATIONS :

• Receive and screen telephone calls for the Executive Director in a knowledgeable manner in response to questions posed by members of school district staff and the community.
• Maintain effective / positive public relations and customer service with all stakeholders.
• Maintain accurate records of district / school-community partnerships.
• Attend and assist all Engagement, Equity and Access Division and Family and Community Engagement Department led functions including some evening and / or Saturday internal / external stakeholder events.
• Communicate a positive image of the District / Department to all constituents and work independently when required.

III. PROFESSIONAL GROWTH AND DEVELOPMENT :

• Develop professional skills appropriate for job assignments.
• Utilize evaluative feedback from internal / external stakeholders and supervisor.

IV. SUPERVISORY RESPONSIBILITIES :

None

V. MISCELLANEOUS :

Performs other duties as may be assigned by the Executive Director of Engagement, Equity and Access

VI. WORKING CONDITIONS :

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS :

• Tools / Equipment Used : Standard office equipment, including computers and peripherals; standard instructional equipment.
• Posture : Moderate standing; occasional kneeling, squatting, bending, and stooping
• Motion : Moderate walking
• Lifting : Regular light lifting and carrying (less than 15 pounds)
• Environment : Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
• Mental Demands : Work with frequent interruptions; maintain emotional control under stress, with frequent interruptions
21 days ago