Executive Assistant IV -Chief Operations Officer

Job Overview
The Executive Assistant IV will perform highly responsible secretarial and confidential administrative work with a view towards conserving the time of their executive leader. This incumbent 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.

Position Description

Essential Duties and Responsibilities

• Keep executive leader informed of deadlines and pending items as well as maintaining the executive leader’s day and night calendars, and schedule certain appointments and conferences without prior clearance
• Organize projects and oversee the development and dissemination of program materials, special mailings, manuals and training materials
• Manage daily office operations such as organizing and maintaining filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines
• Make necessary arrangements for meetings and conferences, including space, time and participants and prepare responses to general requests and routine letters on varied matters for the executive leader’s signature
• Prepare and attend meetings, hearings and conferences to take official minutes
• Handle a high volume of contact via telephone, email and in person
• 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 and 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
• 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
• Prepare and maintain 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 executive leader, if applicable
• Oversee subordinate clerical/ secretarial staff, if applicable; serve as back-up for other clerks/ secretaries assigned to the office

Supervisory Responsibilities

• None