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.
08/04/2026 Position Purpose The job of Administrative Executive Secretary was established for the purpose/s of providing administrative and secretarial support to assigned administrative personnel; coordinating activities of assigned administrative personnel; coordinating and monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrators.
Essential Functions:
Provides comprehensive administrative and secretarial support to executive leadership and designated departments, ensuring efficient office operations and timely completion of assignments. Exercises discretion and judgment in handling confidential and sensitive information for the purpose of maintaining the integrity of executive and organizational operations. Serves as a liaison between executive leadership, internal departments, external organizations, and community stakeholders for the purpose of facilitating communication, collaboration, and the exchange of information. Monitors and coordinates administrative processes, workflows, and office procedures for the purpose of promoting efficiency and supporting organizational effectiveness. Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations) for the purpose of completing activities and/or delivering services in a timely manner. Coordinates the concurrent enrollment and AP programs. Maintains a wide variety of manual and electronic documents, files, and records (e.g. administrative calendars, confidential information, budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Composes, prepares, and edits a variety of professional documents, correspondence, reports, presentations, and communications for the purpose of disseminating information, supporting organizational operations, and facilitating decision-making. Reconciles account balances for assigned budget categories (e.g. supplies for schools on iVisions system, etc.) for the purpose of maintaining accurate account balances. Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of making necessary arrangement for assigned administrator. Supports assigned administrative personnel (e.g. Assistant Superintendent, CTE Director, Curriculum Directors, etc.) for the purpose of providing assistance with their functions and responsibilities. Manages and maintains executive calendars, schedules, and appointments for assigned administrators for the purpose of coordinating meetings, events, travel, and other work-related activities. Schedules a wide variety of activities (e.g. appointments, meetings travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrators. Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.) Monitors a variety of activities on behalf of assigned Administrators (e.g. schedules, school reports required by the State Department, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates. Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of attendees. Processes documents and materials (e.g.. departmental mail, time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. Procures supplies and materials (e.g. for meetings, conferences, etc.) for the purpose of maintaining availability of required items. Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements. Attends meetings as assigned for the purpose of recording, conveying, and gathering information, preparing meeting documentation, and supporting follow-up actions.
Additional Duties:
Performs other related duties, as assigned
Note:
The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment:
Uses standard office equipment such as personal computer, copy machine, fax machine, and telephone. Knowledge, Skills and Abilities Ability to maintain confidentiality of information. Organizational and time management skills. Ability to report work orally or in writing to supervisor as required. Ability to carry out instructions furnished in written or oral form. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, Google applications) Ability to problem solve job related issues. Ability to process paperwork accurately according to standardized procedures. Ability to establish and maintain cooperative working relationships with others contacted in the course of work. Ability to work under limited supervision following standardized practices and/or methods. Ability to work with a diversity of individuals and/or groups. Knowledge required to perform basic math, read a variety of manuals, write documents following prescribed format. Knowledge of business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.
Work Environment:
Works in standard office building environment. Qualification Profile Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Must have high school diploma or equivalent Must be 21 years of age Job related experience
Application Procedure:
Apply online
Contract:
Full time, 12 month salary employee District Administrative Salary Schedule Benefit Eligible 12 days sick leave, 10 days annual leave per fiscal year.
