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Elementary Executive Assistant - Confidential Technician

This job has been closed

Summary Information:
Employer: Wichita Public Schools
Position Type: Admin./Support
Categories: Executive Secretary
School / Org: Alvin E. Morris Admin Center (AMAC)
Location Wichita, Kansas
FTE: 1
No. of Positions: 1
Reference #: EAN12627
Posting Date: 20 October 2017
Closing Date: Open Until Filled

Wichita Public Schools is seeking qualified applicants for the following position(s):

Elementary Executive Assistant - Confidential Technician

Location: Alvin E. Morris Admin Center (AMAC)

Salary: 260 day (40 hours a week) / Range K

Position Function: Provide support for executive management teams by performing a wide variety of duties with a high degree of accuracy, some of a confidential nature that may be required but not limited to answering phones, advanced computer functions, typing, electronic filing, copying, distributing mail, budgeting, proofreading, interacting with media and community, managing confidential calendars, organizing projects, preparing reports and scheduling meetings with minimal supervision.

Essential Performance Responsibilities:
- Completes a broad variety of administrative tasks for the Assistant Superintendent and Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Provides a bridge for smooth communication between the Assistant Superintendent and Executive Directorís office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the District Leadership Team Members to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Assistant Superintendent and Executive Director updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Assistant Superintendent and Executive Director, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate District's Leadership's ability to effectively lead the district.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Oversees or resolves non-routine or difficult situations based on knowledge and interpretation of established policies and procedures
- Is first contact for community and parents seeking to reach Assistant Superintendent or Executive Director and is able to handle contentious phone conversations and interact with frustrated community members while exhibiting outstanding customer service.
- Maintains confidential in all matters and is able to handle sensitive matters with empathy and professionalism at all times.
- Creates and maintains databases, spreadsheets, letters/memos and presentations
- Schedules appointments and meetings; manages calendar for Assistant Superintendent and Executive Director of Elementary Schools.
- Prepares budget and monitors expenditures for schools and special programs
- Assists in purchasing equipment and maintains inventory of current office equipment
- Works proficiently at an advanced level (verified by testing) with Word, Excel, Access, Publisher, PowerPoint, PeopleSoft, Oracle Financials and Outlook Systems, scheduling meetings; coordinates events and serves as liaison with community, schools, and vendors.
- Modifies and runs queries and reports and audits financial spreadsheets and data reports for all schools and special programs.
- Assists with difficult and varied administrative tasks

Additional Duties: Assists with additional duties as assigned by Supervisor

Equipment: This position requires the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine.

Travel: Limited travel between schools and central offices may be required

Physical and Mental Demands:
- Work in standard office and school building environments
- Additional demands upon request of Supervisor

Knowledge, Skills, and Abilities:
- Possess supervisory attributes in order to supervise and assign work to a small group of employees that are typically doing work of the same type
- Advanced computer proficiency and the ability to effectively use Microsoft Word, Excel, Outlook, and PowerPoint, which will be determined and validated by testing
- Ability to communicate exceptionally with others for the purpose of in-depth conversations regarding personal, highly confidential matters with customers, outside vendors or company personnel
- Exceptional communication skills will assist in motivating, influencing, and advising others on matters of significance.
- Ability to work and make decisions independently, guided by departmental policies, criteria, and goals
- Will be required to use your discretion to interpret policies, laws, and theories for the purpose of making department wide operational decisions.
- Ability to write letters, memos and reports that command attention and achieve results
- Ability to provide the highest level customer service
- Displays eagerness and the ability to learn new methods, procedures, and techniques
- Ability to plan and organize effectively to achieve greater results
- Gives the highest priority to achieving accuracy
- Ability to strategically budget for the department
- Ability to conform to proper standards of professional dress and appearance

Interrelations: Contact with company personnel, customers, and outside vendors. Will be working with limited supervision of the department supervisor in order to complete essential tasks. Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy. Must exhibit a professional manner and maintain a positive attitude with all customers and colleagues.

Qualification Profile:
- Bachelorís Degree and a minimum of two years job related experience required.
- Previous experience with Microsoft Publisher and Adobe PageMaker preferred

FLSA Status: Non-Exempt

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The job posting above from Wichita Public Schools may require certification levels, qualifications or eligibility requirements for being employed in the United States or the state of Kansas. DO NOT apply or send unsolicited resumes if you do not meet the requirements listed by Wichita Public Schools in their postings.

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