EXECUTIVE ASSISTANT

Position Type : Administration

Administration

Date Posted : 8 / 29 / 2024

8 / 29 / 2024

Location : Administration

Administration

REPORTS TO : Superintendent of Schools

MISSION : The Chester Upland School District is committed to providing all students the opportunity to achieve excellence in the four A's : Academics, Athletics, Arts, and Activities.

The senior leadership team continues to build a talented and committed team to ensure all students are prepared to graduate from Chester Upland schools career and college ready! The C.

O.R.E. is the foundation of the Chester Upland School District's vision and mission.

C.O.R.E. :

C- Children First : The well-being and continuous learning of every child will drive decisions.

O- One Chester Upland : With dedicated community of partners, parents, students and staff, we will excel, united as One Chester Upland.

R- Reimagining : Through a mode of continuous improvement, we will apply four important levers for change, collaboration, capacity building, deepening knowledge of pedagogy, and focusing direction to improve outcomes for all.

E- Equity, Excellence, and Emotional Intelligence : We will ensure equitable access to a quality education that includes emotional intelligence and leads to excellence across all opportunities and services.

Qualifications :

• Strong interpersonal, customer service, organizational and teamwork skills.
• Strong technology skills.
• Strong communication skills.
• Demonstrated ability to provide standard office clerical support while simultaneously completing complex projects and tasks that require multi-tasking and creativity.
• Demonstrated ability to perform duties with minimum supervision and direction.
• Proficiency in Microsoft Office; ability to design and edit presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• High degree of professionalism in communicating with diverse groups of people, including the Receiver, School Board of Directors, Superintendent of Schools, staff, parents, students, and community.
• Make appropriate, informed decisions regarding priorities.
• Ability to complete a high volume of tasks and projects independently.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgement and flexibility are essential.

Reports To and Evaluated By :

The Executive Assistant reports directly to the Superintendent of Schools and is evaluated by the Superintendent of Schools.

Primary Function :

The Executive Assistant is responsible for assisting the Receiver and Superintendent of Schools in the daily operation of the district as well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential administrative and secretarial support;

analyzing requests and providing recommendations for action; communicating information on behalf of the district and the governing board to its staff, other districts and public agencies.

The Executive Assistant serves as the coordinator of all communications and other district matters coming under the purview of the offices of the Receiver and Superintendent of Schools.

Essential Duties and Responsibilities* :

• Manage the schedule of the Superintendent of Schools.
• Attend Board meetings, public hearings, and work sessions for the purpose of providing information, recording minutes, coordinating materials distribution and / or supporting the needs of attendees.
• Compile data from a wide variety of diversified sources (e.g. staff members, Board Members, Community Organizations, government agencies, etc.

for the purpose of preparing reports, making recommendations and / or preparing information.

Coordinate a wide variety of projects, activities and / or events for the Superintendent and Board (e.g. meetings, receptions, luncheons, workshops, travel / accommodations, etc.

for the purpose of completing activities and / or delivering services in a timely fashion.

Maintain a wide variety of complex manual and electronic documents, files and records (e.g. contacts, time sheets, legislative information, databases, etc.

for the purpose of providing up-to-date information and / or historical reference in accordance with established administrative guidelines and legal requirements.

Monitor a variety of activities on behalf of the Receiver and Superintendent of Schools (e.g. Board procedures, public relations issues, meeting arrangements, account balances, etc.

for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversee the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participate in a variety of meetings, workshops, and / or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the Receiver's and Superintendent's office.
• Prepare a wide variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.

for the purpose of communicating information and / or creating documentation in compliance with established guidelines.

Process a wide variety of complex documents and materials (e.g. work orders, requisitions, travel reimbursements, budget transfers, etc.

for the purpose of disseminating information in compliance with administrative guidelines and / or regulatory requirements.

• Procure supplies and equipment for the purpose of maintaining availability of required items.
• Reconcile account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Research a variety of topics (e.g. current practices, policies, education codes, board agenda items, parental complaints, legal updates, etc.

for the purpose of providing information and / or recommendations and / or addressing a variety of administrative requirements.

• Respond to a wide variety of calls, concerns and / or complaints for the purpose of resolving problems, providing information and / or referring to appropriate personnel.
• Support the Superintendent of Schools for the purpose of providing assistance with their functions and responsibilities.
• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the Superintendent's office.

Skills, Knowledge, and Abilities

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions.

Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment including pertinent software applications;

planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.

• KNOWLEDGE is required to perform basic math, including calculations using fractions, percentages, and / or ratios; read technical information, compose a variety of documents, and / or facilitate group discussions;
• and solve practical problems. Specific knowledge- based competencies required to satisfactorily perform the functions of the job include school district operations and philosophy;

concepts of grammar and punctuation; and business telephone etiquette.

ABILITY is required to schedule activities, meetings, and / or events; gather, collate, and / or classify data; and use job-related equipment.

• Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes;
• and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and / or groups;

work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans.

Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate.

• Specific ability-based competencies required to satisfactorily perform the functions of the job include adapting to changing work priorities;
• communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruptions;

and working with detailed information / data.

Physical Necessities and Work Environment :

Position requires sitting, standing, walking, or moving throughout the building, often for extended periods of the workday.

Must be able to hear (40 decibel loss maximum), verbally communicate, and have vision requirements of near acuity of 20 inches or less and far acuity of 20 feet or more with depth perception, accommodation, and field vision.

Required to move (push, pull, lift, carry, slide) office supplies weighing no more than 45 pounds. Requires use of either hand for fine manipulation, simple grasping, and push / pull functions.

Performs a variety of duties. Climbs stairs in and or around the building. May occasionally bend and reach to secure records / files from desk, shelves, and filing cabinets.

Requires use of either hand for simple grasping, fine manipulation, and push / pull functions. Subject to inside environmental conditions.

Ability to travel to schools, district and community events with the Superintendent of Schools as needed, on behalf of the district.

The position holder must be able to perform the essential job functions with or without reasonable accommodations. It is the responsibility of the employee to inform the Chester Upland School District's Director of Human Resources of any and all reasonable accommodations that will be required.