AP Executive Secretary

Executive Secretary - 260

REPORTS TO: Department Administrator.

POSITION OBJECTIVE: The job of Executive Secretary - 260 is done for the purpose/s of performing diversified secretarial duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring efficient operation of support functions.

MINIMUM QUALIFICATIONS: Job related experience is required.

ESSENTIAL FUNCTIONS:

• Attends department and/or in-service meetings, for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, conveying and/or gathering information required to perform functions.

• Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.

• Compiles and prepares data and reports from various sources to assist report generation, provide recommendations, and supply necessary information to assigned administrators

• Coordinates a wide variety of projects, functions and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.

• Maintains a wide variety of manual and electronic documents, files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Monitors a wide variety of activities on behalf of the assigned Administrators for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.

• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

• Procures supplies and materials for the purpose of maintaining availability of required items.

• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

• Represents assigned Administrators in their absence for the purpose of conveying and/or gathering information required for their functions.

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

• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.

• Schedules a wide variety of activities for the purpose of making necessary arrangements for assigned administrators

• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

• Assists substitutes to the department for the purpose of ensuring that programs continue in the absence of the teacher.

• Demonstrates flexibility and a team-oriented mindset by adapting to team needs and working collaboratively with other support staff.

• Participates in cross-training efforts to ensure consistent coverage and support for students.

• Demonstrates the ability to communicate effectively and efficiently with a wide variety of stakeholders.

REQUIRED SKILLS:

• Office Equipment & Software: Operate standard office equipment and relevant software

• Project Management: Plan and manage projects
  Bookkeeping: Perform basic bookkeeping and record keeping

• Mathematics & Analysis: Perform algebra/geometry and analyze data to draw conclusions

• Communication: Compose documents and facilitate group discussions

• Grammar & Punctuation: Strong knowledge of grammar and punctuation

• Business Etiquette: Professional telephone etiquette

• Office Machines: Familiar with common office machines

• Regulations & Compliance: Knowledge of policies and laws (district, state, federal)
  Scheduling & Coordination: Schedule meetings, activities, and events
  Data Management: Gather, collate, and analyze data

• Equipment Operation: Operate job-related equipment
  Problem Solving: Analyze issues, create action plans, and interpret guidelines independently

• Collaboration & Flexibility: Work independently and in teams, adapt to diverse tasks

RESPONSIBILITY

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.

WORKING ENVIRONMENT

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

EDUCATION

Community college and/or vocational school degree with study in job-related area or five years of experience in job related area.

REQUIRED TESTING CERTIFICATES

Job Fit Test

Grammar Test

Technology Test

TERMS OF EMPLOYMENT: 260 day work calendar

SALARY GRADE: S5 on salary schedule

Apply online at: www.niles219.org

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Niles Township High Schools District 219 is an equal-opportunity employer. It is the policy and practice of District 219 to decide all matters relating to employment solely on the basis of the applicant's ability to perform the essential functions of the position. District 219 ensures equal employment opportunities regardless of race, creed, sex, sexual orientation, color, national origin, religion, age, or handicap.

The District has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making an application for an opening should contact the Assistant Superintendent for Human Resources.