Executive Assistant III - George Bush High School

Job Overview
Performs highly responsible secretarial and confidential administrative work with a view towards conserving the time of the supervisor; requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, county, school) on frequently sensitive, confidential, and controversial matters; considerable judgment and tact is required in handling the many diverse problems that occur; improper actions might have serious public relations implications or impair the operations of the supervisor's office.

Position Description

Essential Duties and Responsibilities

• Keep supervisor informed of deadlines and pending items. Organize projects, overseeing the development and dissemination of program materials, special mailings, manuals and training materials. Manage daily office operations
• Prepare meeting sites; attend meetings, hearings and conferences to take official minutes
• Maintain a high volume contact by telephone, email and in person with employees. Screen telephone callers and drop-in visitors, handle inquires including substantive questions requiring research or technical knowledge or tactfully referring those which can be handled by other offices
• Compose routine correspondence and other communications; compile data for questionnaires; maintain control records on incoming correspondence and action documents and follow up on pending actions to ensure timely response or completion of task
• Verify accuracy of documents submitted. Maintain the supervisor’s day and night calendars, and schedule certain appointments and conferences without prior clearance; make necessary arrangements for meetings or conferences, including space, time, and participants; prepare replies to general requests and routine letters on varied matters for the supervisor’s signature
• Organize and maintain filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments
• Prepare requisitions, vouchers, budget forms and other payroll and financial data; maintain and reconcile detailed financial records and requests for payment submitted by appropriate budget accounts; help with preparation and maintenance of department budget
• Tabulate and prepare reports of financial and statistical data; gather and compile data for inclusion in the yearly budget; prepare budget requests for the supervisor
• Oversee subordinate clerical/ secretarial staff; serve as back-up for other clerks/ secretaries assigned to the office

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School Diploma or GED
• Associate's Degree preferred
• Minimum of 3 years of clerical experience

Physical Requirements/Working Conditions

The work environment characteristics and physical demands 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. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Provides public K-12 education and student services in Texas.