A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
Secretary - Executive Director Transformational Learning Arlington Independent School District - 3.8 Arlington, TX Job Details 1 hour ago Qualifications Google Workspace Fiscal management Confidential information handling Executive administrative support Employee relationship building High school diploma or GED Documentation tools Productivity software Office management Stakeholder relationship building Procurement regulatory knowledge Operational budget management Full Job Description
ROLE AND PURPOSE
To facilitate the efficient operations of the office of the Executive Director of Transformational Learning and provide efficient and effective administrative clerical support. Work under general supervision, be knowledgeable concerning district operating procedures, effectively manage time, handle confidential information and proactively problem solve while being versatile and flexible.
QUALIFICATIONS
Education/Certification:
High School Diploma or equivalent Two years of college credit (preferred)
Experience:
Minimum three (3) years of executive level secretarial experience Proficient in Microsoft Office and Google Workspace products Knowledge of school district organization, operation, and administrative policies/procedures Customer service mindset and ability to work cooperatively with others Proficient in school district budget processes, management, and oversight Perform multiple, complex secretarial and administrative duties/tasks while working under pressure Demonstrate a high degree of confidentiality, discretion and good judgement
MAJOR RESPONSIBILITIES AND DUTIES
I.
MANAGEMENT
Assists the Executive Director Oversees, coordinates, prepares, and schedules meetings for the office of the Executive Director. Attends and takes minutes during meetings required by the Executive Director or and maintains a proper record for communication and documentation purposes Designs various (electronic and hard copy) forms and distributes on behalf of the Executive Director Maintains and regulates the daily and long-range calendar forf the Executive Director Receives and routes phone calls and answers questions, emails, and OnFlo inquiries effectively and efficiently Composes effective correspondence independently; references policies, rules, and regulations in preparing correspondence; reviews and edits material prepared by others Compiles data and information on issues or topics, as required Prepares and maintain a variety of records (including Board documents, contracts, MOUs, interlocal agreements, etc) in order to meet schedules and deadlines Maintains and prepares travel documents and mileage reports for the Executive Director of Assists with various department level events such as graduation, spelling bee, academic decathlon, etc Assists with coding for student special programs such as AVID, Gifted and Talented, PTECH, etc Assists department level staff with duties and responsibilities as needed
II. SCHOOL/ORGANIZATION CLIMATE
Establishes and maintains effective working relationships with others Maintains professional office standards and conduct Works confidentially with discretion Analyzes situations accurately and proactively adopts an effective course of action Communicates effectively both orally and in writing Exhibits an honest, caring attitude toward co-workers, staff, students, parents, and other stakeholders Demonstrates self-control and tact Accepts and carries out assignments in a positive and supportive manner Responds to requests from the staff as directed by the Executive Director
III. ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT
Monitors the office budget; prepare changes, corrections or adjustments as necessary; executes all purchases in accordance to established policy or procedures Reviews requisitions and purchase orders processed through the office of the Executive Director to ensure accuracy and compliance with district policy, procurement procedures, and state/federal regulations Prepares reports by gathering and organizing data from a variety of sources Maintains and manages record logs for contract submissions/executions Checks adequacy of equipment and recommends corrective action on operational deficiencies Recognizes any hazards in and around assigned work areas and takes corrective actions
IV. SCHOOL/COMMUNITY RELATIONS
Maintains effective working relationships with the students, parents, district personnel, community and other stakeholders Presents a positive role model for students and the community that supports the mission of the AISD Responds effectively to questions and concerns in a timely manner
V. PROFESSIONAL GROWTH AND DEVELOPMENT
Develops an extensive knowledge of the organization and programs under the Executive Director's oversight and seeks out opportunities to expand skills related to job functions
VI. MISCELLANEOUS
Performs other duties as may be assigned by the Executive Director
VI. MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS
Tools/Equipment Used:
Standard office equipment, including computers and peripherals; standard instructional equipment.
Posture:
Moderate standing; occasional kneeling, squatting, bending, and stooping
Motion:
Moderate walking
Lifting:
Regular light lifting and carrying (less than 15 pounds)
Environment:
Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
Mental Demands:
Work with frequent interruptions; maintain emotional control under stress. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. Duty Days 243 Pay Grade Admin Support 6
