ADMINISTRATIVE ASSISTANT - EXECUTIVE ADMINISTRATION - Public School of North Carolina : Job Details

FUNCTIONAL PURPOSE

The purpose of this position is to provide executive level administrative assistance and to serve as a point of contact for executive level leadership within the district; assisting administrators, faculty, staff, parents and students promptly and effectively by organizing and prioritizing tasks to ensure timely closure of critical issues. This position will serve as the Executive Assistant for the Chief Academic Officer (CAO).

DUTIES AND RESPONSIBILITIES:

* Responds to phone calls, emails, and office requests by handling personally with discretion. Identifies, communicates, and implements solutions to issues based on similar prior situations. Takes messages, gathers and prepares detailed documentation for return calls. Coordinates return calls and follows up with Chief Academic Officer.

* Handles calls from schools and parents and helps assist with solving issues and/or engaging the right people to solve issues.

* Independently arranges agendas and appointments for CAO by management of calendar. Communicates with requests for time and keeps accurate to accommodate priorities as they

* Responds to problems or complaints from staff and community members. Determines possible solutions to decrease recurrences. Develops and maintains accurate documentation of the inquiries and concerns and forwards researched information to appropriate staff to assist with executive leader's decision/resolution.

* Drafts and composes correspondence, memorandums, agendas, special cumulative and budgetary reports, narrative summaries and other materials for executive leadership. Ensures timely retrieval of such through electronic management and filing

* Manages the finance support for Instructional Services Division and works directly with the Finance team on the Instructional Services Division finance and expenses. Coordinates and supports other Instructional Services admins with finance related budget needs.

* Supports new division members with onboarding and working with team members to understand and coordinate support for learning system programs and operations.

* Coordinates preparation, collection, authorization and documentation of financial reports and departmental accounting/reimbursements.

* Schedules and arranges all division meetings, conferences, and special events to include reserving conference rooms, coordinating catering and organizing information and materials for distribution as needed. Develops and designs brochures and PowerPoint presentations. Initiates workshop accreditation and schedules

* Assists with processing small and large contracts by following government guidelines and grant requirements, when applicable.

* Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

* Ability to extract relevant data and information from a larger body of material to summarize for reports and procedures

* Proficient in Microsoft Office and Google Suites (Outlook, Word, Excel, PowerPoint, Google Docs, etc.) for the purpose of communication, budgeting, data recording, location of information, and

* Ability to work independently as well as work collaboratively to solve

* Ability to remain professional when dealing with internal and external entities/personnel

* Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments (e.g., and personnel related issues, projects).

* Ability to communicate clearly orally as well as in written and electronic

* Ability to interpret policies, administrative regulations and legislation, and accurately explain to others or determine subject matter experts to provide further

* Ability to plan, organize, prioritize, and produce work independently or as part of a group working on both long and short term

* Skilled in the use of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free

* Skilled in the use of electronic calendaring programs for scheduling appointments and setting reminders to manage.

EDUCATION AND EXPERIENCE REQUIREMENTS:

* Minimum: Associates Degree in related field or comparable two year professional certificate plus four years administrative assistant experience in a public school system or public sector.

CERTIFICATION AND LICENSURE REQUIREMENTS:

* Valid NC Driver's License

Pay Grade 66 - $3,298.33 Minimum Monthly Salary - Full Time Position

PHYSICAL WORK DEMANDS:

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR - Not Required

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR - Not Required

Climbing/Balancing

I

Lifting/Carrying

O up to 30 lbs.

Crawling/Kneeling

I

Grasping/Twisting

O

Walking

F

Reaching

F

Running

I

Pushing/Pulling

O

Standing

F

Fingering/Typing

F

Sitting

F

Driving

F requires driving car between sites

Bending/Stooping

O

Others:

In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability.