Senior Office Administrator - Superintendent & Board Services

Classification: Support Staff

Exemption Status/Test:  Non-exempt                                         

Job Grade: 6

Division: Center for Strategic District Support

Reports To: ChiefOfficer

Job Goal:

To assist the Chief Officer of the Center for Strategic District Support in supporting the Chief Officer's work as connected to special initiatives, events and in administering daily operations in support of the Center for Strategic District Support and the ESC's mission and strategies.

Qualifications:

Education

• High school diploma or GED

Experience

• Four years of administrative experience

Special Knowledge and Skills

1. Advanced proficiency in the use of Microsoft Office and Adobe products related to office operations
2. Excellent organizational, interpersonal and communication skills
3. Excellent attention to detail
4. Strong organizational skills and demonstrated ability to multi-task and balance priorities
5. Ability to exercise initiative, decision making and maintain confidentiality
6. Ability to create reports using tables and graphs
7. Ability to work in a fast-paced office environment
8. Excellent proof-reading skills

 Major Responsibilities:

1. Proofread service agreements, contracts, and accompanying materials as needed.
2. Receive, review, and appropriately process department requests requiring approvals.
3. Collaborate with the Center for Strategic District Support Chief's Secretary to set timelines and prioritize tasks, and activities.
4. Verify any requisitions, expense forms, direct pays, invoices, purchase orders, and/or interdepartmental bills to ensure they have been assigned to the correct budgets and that all necessary paperwork for payment has been included for processing.
5. Answer phone calls from customers regarding division services and workshops and relay information to departments as necessary.
6. Assist in any Region 4 programs and events, employee/staff meetings, annual staff awards, retirement receptions, etc. as a team member of the Center for Strategic District Support.
7. Research, compile and analyze data for special projects and prepare routine reports.
   Keep office area organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.
8. Provide support and assistance to the other department secretaries in the CSDS as needed.
9. Provide technical assistance and services as specified by any applicable federal grant that funds this position.
10. Provide backup support to Chief Secretary and the other Cabinet-level secretaries as needed.

 Secretarial Support:

1. Manage the Chief Officer’s calendar.
2. Make travel arrangements, arrange meetings, and create agendas.
3. Review and monitor CSDS and budget reports to keep Chief Officer informed.
4. Assist in compiling budgets and receipts for the monthly CSDS AMEX statement.
5. Make needed changes to the Center’s ISO documents and communicate changes as needed and approved.

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.