Executive Assistant (Office of Special Education and Diverse Learners)

Title: Executive Assistant

Department: Office of Special Education and Diverse Learners

Reports To: Chief, Office of Special Education and Diverse Learners

The School District of Philadelphia is committed to becoming the fastest improving District in the country and transforming the educational opportunities it offers to our city's more than 200,000 students. The District seeks leaders who have a passion for working with schools and communities who are committed to ensuring all students achieve. Serving a population as diverse as ours requires creativity, commitment and vision. Will you join us?

Job Summary

Performs a variety of responsible and complex administrative, technical and secretarial duties for the Chief, Special Education and Diverse Learners. Works on issues of a highly confidential and/or sensitive nature. Handles matters related to the coordination of office functions and services, and managing office operations. Serves at the pleasure of the executive management staff member to whom they are assigned.

This is a full-time, 12-month non-represented role. The salary grade is 4023, which ranges from 49,041 to 79,017 depending on related experience.

Essential Functions

• Handles matters of a highly confidential and/or sensitive nature for executive management staff.
• Coordinates all office functions and services.
• Responds to public inquiries on the telephone and in person; provides information on School District policies and procedures; researches various issues that may involve contacting internal and external sources; coordinates activities between functions/departments to facilitate problem resolution.
• Prepares draft agendas for meetings for review; disseminates agendas to meeting participants with appropriate backup materials.
• Handles all mail and correspondence for superior including confidential documents; prepares correspondence for signature of superior.
• Schedules appointments and meetings for superior; coordinates schedules with meeting participants and arranges accommodations.
• Prepares, maintains and updates system data and produces a variety of reports and financial statements.
• Prepares various forms including accounting and fiscal statements, records and vouchers; handles employee travel reimbursement.
• Performs incidental general office/secretarial duties such as, but not limited to, word processing, faxing and copying.

Other Functions

• May train and/or supervise subordinate clerical/secretarial staff.
• May determine the need for and prepare requisitions for services such as maintenance, repair and supplies.
• May prepare slide and overhead projector presentation materials.
• May coordinate all travel arrangements, including hotel and automobile rental reservations.

Minimum Requirements

• High school diploma or equivalent.
• Five years of full-time, paid, secretarial or administrative support experience which has included the use of a personal computer to maintain records and prepare correspondence, reports and spreadsheets.

Knowledge, Skills and Abilities Demonstrated knowledge of:

• office practices and procedures.
• word processing software applications.
• spreadsheet software applications.
• the operation and maintenance of standard office equipment.
• English language usage, spelling, and grammar.

Ability to :

• type from a clear copy at a speed of not less than 60 net corrected words per minute.
• perform varied mathematical computation accurately and quickly.
• perform secretarial and clerical duties with speed and accuracy.
• follow written and verbal instructions.
• communicate effectively, both orally and in writing.
• establish and maintain effective working relationships.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Nondiscrimination

The School District of Philadelphia provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 348 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.