Executive Administrative Assistant Elementary Education

Job Summary

The Executive Secretary of Elementary Education provides administrative support for the Elementary Education Division of the Anchorage School District.

The executive secretary answers calls, assists the executive director in schedule management, receives visitors, prepares confidential and public correspondence, maintains records, and assists in budget and account monitoring.

The position has a retirement association with the Public Employees’ Retirement System (PERS).

Job Requirements

The following are required :

• A high school diploma or equivalent and four years of progressively responsible secretarial experience.
• Proficiency and understanding of the use of Zangle or a similar student information system.
• Proficiency and understanding of the use of IFAS or a similar accounting system.
• Ability to read, write, proofread, and comprehend both oral and written English instructions.
• Must have initiative and the ability to prioritize a work schedule and perform under pressure.
• Typing speed of at least 70 words per minute.
• Ability to maintain confidentiality.
• Strong oral and written communication skills.

The following are preferred :

• Knowledge of Macintosh and Windows computers.
• Familiarity with the needs of an elementary school office.
• Previous experience in an administrative level secretarial position.
• Ability to work independently, keep accurate records, accept responsibility, and complete assignments with minimal supervision.
• Ability to plan, organize, and facilitate unexpected heavy volumes of work and accept additional duties as requested.
• Ability to effectively use word processing and other standard office equipment.
• Ability to establish and maintain productive working relationships with assistant superintendents, directors, other Anchorage School District personnel, and the general public.

Essential Job Functions

• Handles confidential information in various forms.
• Prepares communication with minimum direction but approval and review of supervisor, to include typing of letters, memos, forms, policies and procedures, and descriptive and statistical reports.
• Prepares all accounting, purchasing, and budget documents, including utilization of the IFAS system.
• Assembles materials, information, and agendas for various task forces, committees, and other meetings.
• Transcribes correspondence, memoranda, reports, and minutes of meetings. Composes, types and distributes correspondence as assigned.
• Receives and screens visitors, schedules appointments and referrals, and arranges meetings.
• Transmits information to various organizational units and interprets, communicates, and applies Anchorage School District policies, rules, and procedures.
• Maintains confidential files, records, correspondence logs, and other records for rapid retrieval.
• Reviews, prioritizes, routes, and distributes incoming mail.
• Researches historical data in response to public and internal requests for information as assigned.
• Assists in monitoring various budgets and accounts.
• Assists the executive director of Elementary Education in the management of their schedule and handles calls for them from both internal and external sources.
• Maintains a master copy of all Elementary Division procedures.
• Maintains a leave calendar for elementary administrators, to include inputting into the ASD computerized leave program and maintaining a record of school and division personnel travel.

Physical / Mental Demands

The physical demands of this job require frequent standing, walking, sitting, speaking, and hearing. Specific visual abilities are also required.

The employee is regularly required to reach with his / her hands and arms and occasionally lift items weighing less than 40 lbs.

Additionally, the employee must be able to communicate by oral and written means in an appropriate business manner and have cognitive skills to understand instructions, readily recall facts and details, handle conflict, and make effective decisions under pressure.

The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment.

The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with qualified physical or mental disabilities.

Work Environment

Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings.

While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions.

The noise level in the work environment is usually moderate.