Confidential Executive Secretary to the Asst Superintendent
Position Title: Confidential Executive Secretary to the Asst. Superintendent's Office
Classification: RSSSA
Position Range : Range 6 (215)
Reports To: Assistant Superintendent
Position Goal: To serve as administrative support relieving the Superintendent's Office of clerical duties; Performs highly complex, technical, and confidential secretarial and administrative clerical functions in support of the Superintendent's Office
ESSENTIAL FUNCTIONS: Other duties may be assigned.
The essential functions of this position include, but are not limited to the following fundamental duties:
• To serve as office support for the Superintendent's Office. Specifically, providing support to the Assistant Superintendent, Chief Administrative OFficer, and Chief Legal Officer.
• Serves as liaison between the Assistant Superintendent and other members of Cabinet, staff, and the community ensuring timely responses to requests/inquiries.
• Answers telephone in a professional, courteous manner. Taking clear and precise messages when necessary as well as referring telephone calls to other appropriate administrators.
• Coordinates the secretarial, clerical activities including conference and travel arrangements, providing operational information and the preparation of correspondence.
• Maintains and coordinates online calendars.
• Ability to maintain a high level of confidentiality.
• Greets visitors for the Superintendent's Office.
• Prepares and maintains all expense reports.
• Independently composes correspondence, memoranda, reports and a variety of other subject matter, which may be sensitive, privileged, and highly confidential.
• Plans, organizes, establishes and maintains a complex data management, storage and retrieval system, which includes both electronic, and hardcopy.
• Processes and responds to routine mail and inquiries.
• Conducts research, and operates and troubleshoots new office technologies.
• Works independently on projects.
• Assists in the budget planning and expenditure control procedures.
• Assists in the preparation and response to Right to Know and Legal requests within the allotted timeframe.
• Provides support to the other confidential secretaries and board secretary as required.
• Performs other duties as assigned by the Assistant Superintendent, Chief Administrative Officer, or Chief Legal Officer. This job description does not constitute an exhaustive list of responsibilities and management may revise it at any time.
SUPERVISORY RESPONSIBILITIES: none
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: High school graduate or equivalent; Associates Degree in relevant field preferred; Three (3) years of highly responsible secretarial or administrative wide experience. Proficiency and accuracy in dictation and transcribing preferred.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid Pennsylvania operator's license.
Language Skills
• Ability to communicate effectively.
• Ability to compose clear concise sentences and paragraphs.
• Ability to use correct grammar, sentence structure.
• Ability to read, write and do simple to complex computations.
• Bilingual in English/Spanish preferred.MATHEMATICAL SKILLS:
• Ability to apply math concepts.
• Ability to compute rate, ratio, and to draw and interpret bar graphs.
Reasoning Ability
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS And ABILITIES
• Ability to type 70 words per minute.
• Ability to operate a computer and related software not limited to and including Microsoft Office and Google applications.
• Ability to operate a computer to conduct research on the Internet and communicate through email.
• Ability to develop effective working relationships with Board members, staff and the school community.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to work in a demanding, service oriented business office environment that requires flexibility and keeping up with the daily workload by completing multiple tasks simultaneously.
• Ability to perform duties with minimal supervision and an awareness of all District regulations/requirements.
PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm or finger motion many times as in keyboard use/data entry. The employee is occasionally required to stand; walk; bend, twist and stoop. The employee must occasionally lift and/or move up to 15 pounds, such as computerized reports. Specific vision abilities required by this job include close vision and depth perception.
WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. Position demands meeting deadlines with severe time constraints and the ability to work additional time in order to meet reporting deadlines.
TERMS OF EMPLOYMENT :12-month, exempt position.
EVALUATION: The employee may be formally evaluated annually by the Assistant Superintendent, in accordance with the provisions of the RSSSA agreement and Board Policy.
The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform the school district administrator designated as immediate supervisor of the position, of any and all reasonable accommodations that will be required. 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.
The Reading School District is an equal opportunity employment, educational and service organization.
Primary and Secondary Education
Administrative
Full-time