Administrative Assistant to the Chief Leadership Officer

Job category: Paraprofessional
Exemption Status/Test: Non Exempt
Reports to: Chief Leadership Officer
Date Revised: January 7, 2019
Dept./School: Administration

Primary purpose

Under minimal supervision, manage and organize daily routine activities for the Chief Leadership Officer. This position requires a variety of administrative support; the handling of confidential information, and frequent contact with all levels of district employees, and the general public in a professional manner.

Qualifications

Education/Certification

High School Diploma or equivalent required, advanced education/training, preferred

SBEC/TEA Paraprofessional Certification, or eligible

Notary Public for Dallas County, or eligible for commission

Experience

Minimum of five (5) years or more of successful, advanced administrative assistant experience in an executive environment

Special knowledge/skills

Thorough knowledge of school district organization, operations, and administrative policies

Highly proficient in general office skills, including office management and organization

Advance knowledge in Microsoft Word, Excel, Power Point and Access

Ability to incorporate technological advances into daily office operations

Ability to compose general correspondence, maintain accurate records, manage files, and display a pleasant and professional appearance to the public

Excellent communication and interpersonal skills

Must be detail oriented, have excellent proofreading, editing and grammatical skills

Ability to handle multiple tasks simultaneously, and handle heavy load with critical deadlines

Be a self-starter, proactive planner, and be able to perform office functions with minimal supervision

Must maintain highly confidential and sensitive information

Major responsibilities and duties

  • Prepare correspondence, forms, and reports as needed.
  • Compile pertinent data as needed when preparing various reports.
  • Manage pertinent information, such as Travel Approval Requests and Field Trip Forms in a timely manner.
  • Assist Chief Officer with organization and planning for administrative monthly meetings.
  • Maintain and organize physical and computerized departmental files.
  • Perform routine bookkeeping tasks for the department budget and manage spending of the department funds.
  • Prepare purchase requisitions, check requests, reconciliations and other Oracle business related transactions for Chief Officer.
  • Answer incoming calls, refer inquiries or problems to the appropriate department.
  • Schedule, organize and manage online calendar for Chief Officer.
  • Complete registrations, travel arrangements and prepare travel documents.
  • Maintain supplies and equipment for the office and operate office equipment.
  • Review and distribute mail.
  • Monitor and manage personnel time records (Kronos) for specified professional and paraprofessionals.
  • Assist in the promotions of positive community relations through effective email and phone communications with parents, teachers, administrators and other district personnel.
  • Perform other duties as assigned or needed in order to assist other departments reporting to the Chief Officer.
  • Demonstrate behavior that is professional, ethical and responsible.
  • Maintain confidentiality of information at all times commensurable with experience of position.

 Supervisory Responsibilities:

  •  None.

Mental demands/physical demands/environmental factors

Tools/Equipment Used: 
Standard office equipment including personal computer and peripherals
Posture: 
Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting
Motion: 
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: 
Occasional light lifting and carrying (less than 15 pounds)
Environment: 
Occasional prolonged and irregular hours
Mental Demands: 
Work with frequent interruptions and maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.