SENIOR SPECIALIST - EXECUTIVE SUPPORT SERVICE

SENIOR SPECIALIST, EXECUTIVE SUPPORT SERVICES

QUALIFICATIONS :

1. Bachelor’s degree

2. A minimum of six (6) years progressive experience in administrative support positions, with preference given to executive management support.

Additional experience can substitute for the degree, year for year.

3. A minimum of five (5) years of OCPS district experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES :

Ability to analyze pertinent data; ability to effectively use problem-solving skills; ability to work as part of a team with staff or other departments;

ability to identify important issues or problems in areas of responsibility; ability to share ideas with others in a clear and informative manner.

Ability to regularly use independent judgment and discretion in matters related to business operations and management policies.

Ability to work under general direction with no direct supervision. Must possess excellent written and oral communication skills and interaction techniques;

analytical skills to review information and formulate alternative solutions to problems; ability to plan projects and utilize effective time management skills.

Must possess computer skills including, but not limited to, spreadsheets, document processing, and presentation software utilization.

Ability to manage project calendars and timelines. Knowledge and commitment to decentralized decision-making and accountability for results.

REPORTS TO :

Deputy Superintendent, Chief Academic Officer, Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer, or Chief Strategy Officer.

JOB GOAL :

This position is allocated and designed to provide direct support to an administrator of at least a Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer, or Chief Strategy Officer who is a member of the Executive Cabinet.

SUPERVISES :

No supervisory responsibilities.

MACHINES, TOOLS, EQUIPMENT :

Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier

PHYSICAL REQUIREMENTS :

Describes physical conditions of this position.

Light Work : Exerting up to 20 pounds of force occasionally and / or up to 10 pounds of force frequently. If the use of arm and / or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

PHYSICAL ACTIVITY :

Physical activities of this position. Percent of a typical day involved in each applicable activity is noted.

Percentage

70 Sitting : Resting with the body supported by the buttocks or thighs.

10 Standing : Assuming an upright position on the feet, particularly for sustained periods of time.

10 Walking : Moving about on foot to accomplish tasks, particularly for long distances.

5 Bending : Lowering the body forward from the waist.

5 Reaching : Extending hand(s) and arm(s) in any direction.

5 Lifting : Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.

80 Finger Dexterity : Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.

70 Grasping : Applying pressure to an object with the fingers and palm.

90 Talking : Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly or quickly.

90 Hearing Acuity : The ability to perceive speech and other environmental sounds at normal loudness levels.

90 Visual Acuity : The power to see at a level which allows reading of numbers and text, operation of equipment, inspection of machines, etc.

Note : Will total more than 100 percent as several activities may be performed at one time.

WORKING CONDITIONS :

Conditions the worker will be subject to in this position.

Indoors and Outdoors : The worker is subject to both environmental conditions. Activities occur inside and outside.

PERFORMANCE RESPONSIBILITIES :

Manifests a professional code of ethics and values.

Respond to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.

Models the routine, intentional and effective use of technology in daily work, including communications, organization and management tasks.

Screen, prioritize, route and / or respond to telephone calls and correspondence; assist callers with questions or concerns regarding departmental / district operations.

Originate correspondence for the Deputy Superintendent, Chief Academic Officer, Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer or Chief Operations Officer who is a member of the Executive Cabinet.

proofread and edit correspondence and other documents.

Respond to both the public and school board employees’ questions regarding school board policies and management directives.

Serve as liaison between executive cabinet member and staff, and serve on committees as assigned.

Create and / or generate weekly, quarterly, and annual analytical reports for utilization by Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer Chief Operations Officer, or Chief Strategy Officer who is a member of the Executive Cabinet, including dissemination of data.

Analyze reports and other documents as directed by the Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet.

Conducts research and composes summary of findings as assigned.

Assist in publishing district documents, which could include the budget, advertisements, zoning changes and legislative issues.

Assist in legislative issues.

Troubleshoot and investigate complex problems within the functional area.

May review attorney invoices prior to payment.

Coordinate schedule of the Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet, and maintain his / her calendar.

Serve as confidential executive secretary to the Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet.

Review all items submitted for signature to the Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet to ensure necessary pre-approvals and / or accuracy.

Coordinate the completion, accuracy, and submittal, within specified timeframe, of school board agenda items from reporting departments.

Responsible for preparation of all materials, i.e. overheads, handouts, for presentations by Deputy Superintendent, Chief Academic Officer Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet.

May be responsible for preparation and projections of annual departmental budgets, maintaining current district-wide organizational charts, monitoring completion and submittal of, and generated data base reports on, annual performance appraisals for all administrative / technical employees of OCPS.

May serve as office administrator to secretarial staff; establish and implement office procedures; conducts meetings with office staff;

coordinates tasks and assigned duties of others within a specific timeframe.

May be responsible for interaction with union members, local / state / federal authorities, in regard to grievances, legislation, regulations, and lawsuits that involve district employees, and students.

Work in conjunction with school district legal counsel to gather background data for pending litigation.

Trains clerical employees and other managers on specific functions and tasks.

Able to support major, and manage minor, projects as assigned.

May be responsible for maintaining property and office supply inventory and processing of all departmental financial and human resource functions through SAP software program.

Formulate meeting arrangements, coordinating all logistical details; distribute notices and agendas. Perform or facilitate general secretarial tasks such as processing mail, faxing, and copying / distributing materials.

Provide administrative support and coordination of various task force and committee activities.

Support the Deputy Superintendent, Chief Academic Officer, Chief Financial Officer, Chief Facilities Officer, Chief Communications Officer, Chief of High Schools, Chief of Staff, Chief Information Officer, Chief Operations Officer or Chief Strategy Officer who is a member of the Executive Cabinet’s efforts in identifying and eliminating disparities.

Identify the disparity between what is (current condition) and what ought to be (desired condition) regarding district priorities involving functions and responsibilities within department, with and through staff, and develop plans to eradicate these disparities.

Work with and through people to develop plans and accountability systems to eradicate disparities between what is and what ought to be in terms of district priorities and within his or her area of responsibility.

Follow the district’s policies and procedures as related to all HRMD guidelines and the district’s instructional initiatives.

Follow the district’s policies and procedures as related to fixed assets.

Develop leadership in subordinates.

Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.

Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.

Responsible for self-development and keeping up to date on current research, trends and best practices relevant to the area of responsibility.

• Perform related duties and responsibilities as assigned by supervisor.
• Essential Performance Responsibilities

TERMS OF EMPLOYMENT :

Non-bargaining unit compensation plan, twelve months, 8.0 hours per day.

EVALUATION :

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.

PI248687508