Days Per Year: 226
MIN: $42,777
MID: $50,335
JOB TITLE: Executive Secretary
REPORTS TO: Assistant Superintendent –HR Operations
WAGE/HOUR STATUS: Non-Exempt
PAY GRADE: Para 8
PRIMARY PURPOSE:
The Executive Secretary is responsible for assisting the Asst. Superintendent of Human Resources operations in the daily management of emails, calls and calendars. The __EXEC Secretary will also assist with operation of the department by providing a wide variety of complex and confidential executive administrative and clerical support including but not limited to: prepares reports and analyze requests; prepare communication to employees, stakeholders and external customers; respond to requests from external agencies.
All employees of Spring ISD are expected to be outcome-driven, service-oriented and relationship-driven. Employees lead with integrity, support and demonstrate our core values, communicate in a clear and respectful manner and seek to continuously improve self-performance and processes.
QUALIFICATIONS:
Required:
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HS Diploma/GED
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Five years of administrative assistant work experience
Preferred:
SPECIAL KNOWLEDGE/SKILLS:
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Ability to perform multiple technical tasks simultaneously
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Effective communication skills
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Operation of standard office equipment and current software applications
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Prepare and maintain accurate records
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Independently prioritize the needs of the Asst. Superintendent of Human Resources
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Coordinate, organize and monitor multiple projects of a complex nature
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Work under limited supervision
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Strong knowledge of District organization, operations, policies, and regulations
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Exemplary customer service skills
MAJOR RESPONSIBLITIES AND DUTIES:
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Maintain confidentiality of information related to the operations of the human department from intentional or unintentional disclosure.
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Use initiative and independent judgment within established policies and procedural guidelines.
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Develop drafts and prepare final correspondence and reports by collecting and analyzing information and distribute as directed by the Asst. Superintendent of Human Resources
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Receive and screen communications to the Asst. Superintendent of Human Resources, including telephone calls, mail and e-mail messages, using independent judgment to determine priority attention; researches and responds to communications as appropriate.
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Submit responses to unemployment claims.
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Prepare and develop meetings to include electronic agendas, meeting logistics, meeting records and any follow-up.
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Maintain the Asst. Superintendent of Human Resources professional schedule, and provide reminders as appropriate by scheduling meetings, conferences, teleconferences, and travel.
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Prepare the Asst. Superintendent of Human Resources for speaking engagements, including logistics, presentations, and program appearance.
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Responsible for travel arrangements for the Asst. Superintendent of Human Resources and other HR staff as directed at various meetings, conferences and maintaining records of travel.
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Travel with, and for, the Asst. Superintendent of Human Resources when needed.
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Build and manage both electronic and paper filing systems, as well as take steps to maintain state compliance with all applicable record-keeping requirements.
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Act as liaison between the Asst. Superintendent of Human Resources and departments, campuses or the public, and represent and communicate issues and directives.
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Maintain attendance of those that report to the Asst. Superintendent of Human Resources and track compensatory hours.
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Maintain professional and technical knowledge by attending appropriate workshops, reviewing professional publications, and establishing networks.
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Proofread and edit.
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Perform all other duties as assigned.
Duties Specific to Division:
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Monitor the budget for the HR Operations team.
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Prepare purchase requisitions, office supply orders and submit work orders as needed.
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Prepare the payroll transmittal for Financial Services Department.
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Prepare responses for unemployment claims.
WORKING CONDITIONS:
This position requires a person that is able to maintain emotional control under stress. The usual and customary methods of performing this job require the following: ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Prolonged irregular hours as needed.
Duties performed require considerable initiative and tact. The position requires leadership qualities such as: adaptability, flexibility, dependability and accountability. Maintain confidential information and frequent contact with all levels within and outside of the district.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of responsibilities and duties that may be required.