Executive Associate to the Superintendent and Board

Primary Purpose:

Ensure the efficient operation of the superintendent’s office and provide clerical support to the board of trustees as needed. Work under general supervision. Handle confidential information and frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

High School diploma or GED; successfully pass the Manor ISD Literacy Test

Special Knowledge/Skills:

• Effective communication and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases and word documents
• Basic math skills
• Strong organizational, communication and interpersonal skills
• Knowledge of Board posting timelines and procedures

Experience:

Three years of administrative associate experience, preferably in a public education environment

Essential Job Functions:

• Organize and manage routine work activities of the superintendent’s office.
• Maintain superintendent’s calendar; schedule appointments.
• Set up and prepare for meeting and events.
• Manage budget and keep accurate files of expenditures.
• Update policy manuals and other documents as assigned.
• Place orders, prepare check requests and purchase orders.
• Manage distribution and storage of materials and equipment.
• Receive, sort, distribute mail and other documents.
• Compile information into presentation format.
• Ensure work is correct, neat, and completed in a reasonable time, and meets required deadlines.
• Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to Superintendent.
• Answer incoming calls, take accurate messages and route questions from public, outside agencies, board of trustees, and staff appropriately.
• Promotes courteous and positive behavior with proper phone etiquette and interacting directly with one-on-one contacts.
• Maintain physical and computerized files; including board minutes, closed session records and office communication.
• Prepare and post official board agenda and records.
• Record minutes of executive staff and board meetings as required.
• Manage the administration and the district legal requirements regarding board elections.
• Serve as the district’s election representative.
• Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
• Prepare all correspondence, memoranda, and reports for board.
• Distribute board materials to administrators, principals, and media.
• Maintain confidentiality of information.
• Work during evenings multiple times a month and occasionally during non-regular workdays.
• Report to work in a timely manner according to assigned schedule.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.

Professional Conduct:

• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Demonstrates principles of the Manor ISD People Experience.

Supervisory Responsibility:

None

Equipment used:

Personal or laptop computer, printer, copier, fax machine, calculator, telephone, electronic devices, projector, and video display monitor

Working Conditions

Physical Demands/Mental Demands/Environmental Factors:

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Mental Demands:

Maintain emotional control under stress

Work with frequent interruptions

Physical Demands:

Lifting (15-44 pounds)

Carrying (15-44 pounds)

Sitting

Standing

Bending/Stooping

Kneeling

Pushing/Pulling

Repetitive hand motions

Keyboarding/mouse

Speaking clearly

Hearing

Environmental Factors:

Work inside/outside

Exposure to noise

Work prolonged or irregular hours