Administrative Assistant to the Assistant Superintendents of Leadership

Ferguson-Florissant School District - Hazelwood, MO

Full-time

Hazelwood, MO

Educational Services

About the position

The Administrative Assistant to the Assistant Superintendents of Leadership plays a crucial role in supporting the leadership team within the Ferguson-Florissant School District. This position is designed for an individual who can perform highly responsible and detailed secretarial and organizational assignments under the direction of the Assistant Superintendent of Elementary and Secondary Leadership. The Administrative Assistant will be expected to manage a variety of tasks that require a high level of professionalism, attention to detail, and the ability to work under pressure. The role involves maintaining a positive attitude and demonstrating enthusiasm for the position while ensuring that all tasks are completed efficiently and effectively. In this role, the Administrative Assistant will serve as a liaison between Cabinet Members, helping to ensure that both Elementary and Secondary Leadership functions smoothly. The responsibilities include managing incoming calls, organizing department meetings, maintaining budgets, creating purchase orders, scheduling meetings, and preparing necessary correspondence. The Administrative Assistant will also be responsible for maintaining accurate records, processing mail, and assisting in the preparation of departmental reports. This position requires a proactive approach to problem-solving and the ability to prioritize tasks in a fast-paced environment. The ideal candidate will possess excellent organizational and human relations skills, along with the ability to communicate effectively both orally and in writing. Proficiency in various software applications, including Windows, Excel, Google, Access, PowerPoint, and web applications, is essential. The Administrative Assistant will also need to maintain confidentiality and handle sensitive information with tact and discretion. Overall, this position is vital for the operational success of the leadership team and the district as a whole.

Responsibilities

• Serve as a liaison between Cabinet Members to help Elementary and Secondary Leadership run efficiently.
• Determine work priorities, work independently, and follow through on tasks.
• Receive incoming telephone calls in a professional manner, record calls, and follow up or respond to inquiries.
• Organize logistics for department meetings.
• Maintain budgets for the Assistant Superintendent of Elementary and Secondary Leadership.
• Create and process purchase orders, as well as work with vendors to order supplies and materials or regarding conferences and services as needed.
• Schedule meetings and keep calendars for the Assistant Superintendents of Elementary and Secondary Leadership, and prepare correspondence, agendas, room reservations, and other needs for meeting set up.
• Prepare and process mileage reports and travel requests, as well as verify totals on expense reports.
• Maintain evaluation files.
• Prepare work orders as necessary.
• Manage petty cash and P-card reimbursements.
• Process incoming and outgoing mail and correspondence.
• Maintain accurate records.
• Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources.
• Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled.
• Perform other duties and assume other responsibilities as assigned by the Assistant Superintendents of Elementary and Secondary Leadership.

Requirements

• Must have a high school diploma.
• Must have prior secretarial experience.
• Must work well under pressure of time constraints.
• Must manage time effectively.
• Must maintain appropriate professional appearance and demeanor at all times.
• Must demonstrate a positive attitude and enthusiasm for the position.
• Must learn and maintain proficiency in microcomputers and related software.
• Must be skilled in typing, proofreading, and proficient in the use of Windows, Excel, Google, Access, PowerPoint, and Web Applications.
• Must have the ability to analyze problems and implement solutions without supervision.
• Must have the ability to plan, organize and complete reports and projects without supervision.
• Must have the ability to prioritize tasks and to handle a heavy workload.
• Must have excellent organizational skills.
• Must have excellent human relations skills.
• Must have the ability to communicate effectively (orally and in writing).
• Must have proficiency in grammar, spelling, math and proofreading skills.
• Must possess superior telephone skills in handling and routing phone calls.
• Must utilize tact and discretion in maintaining confidential, sensitive information in all forms of conversation, records, and reports accessible in this position.
• Must enact outstanding customer service and assist families with problem solving around issues.