Executive Secretary

General Definition of Work

The executive secretary, under general supervision, performs administrative work in support of an executive staff person to relieve the executive of a wide variety of office and clerical duties as well as to coordinate activities with other school system staff. Assists management in making high-level decisions that may have a great impact on others. However, many of the decisions made are discussed with the executive prior to implementation, unless they are within current policies.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

Pay Grade 5/Full-time, 12 months

Reports To

Executive as assigned

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte-Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Serve as personal and confidential administrative assistant to an executive staff person. Transcribe dictation and compose letters, memorandums, and reports
• Maintain the executive's calendar and set-up meetings or conferences with school system personnel, outside agencies, and the public
• Arrange meetings and send out notices. Attend meetings to take minutes; prepare summaries and distribute to appropriate staff
• Read e-mails and distribute or respond as appropriate, monitor and prioritize messages, and communicate critical messages as needed
• Respond to and resolve inquires/complaints and use judgment in policy explanations; when necessary, refer inquiries/complaints to appropriate staff
• Prepare drafts of reports. Compile, assemble, and summarize information and data
• Participate in coordinating and administering division budgets; monitor/control expenditures and process payroll records
• Make necessary arrangements for staff attendance at conferences, workshops and meetings including arranging airline transportation, hotel accommodations, and other necessary items
• Maintain and update important records and forms, complete related data entry
• Coordinate special programs in support of department activities. Maintain receipts and financial records; distribute materials as needed
• Open, read, and prioritize mail for executive; distribute mail to appropriate staff
• Order and maintain office supplies and materials
• Answer, screen and direct telephone calls to appropriate staff
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• Personal behavior reflects an appropriate response to situations; demonstrates high personal integrity; complies with legal and ethical requirements of CMS; values different points of view; reflects appropriate professional and personal demeanor
• Engages in two-way communication; communication reflects careful analysis and ability to listen
• Exercises professional judgment in situations requiring problem-solving or decision making
• Excellent oral and written communications skills
• Comprehensive skills in Microsoft suite and Google products
• Expertise in preparing spreadsheets, PowerPoint presentations, memo writing and correspondence
• Knowledge of practices and procedures of generally accepted accounting principles
• Highly skilled in business letter writing and basic report preparation
• Knowledge of financial principles and practices
• Skilled in techniques for organizing and collecting data
• Highly skilled in office administration practices and procedures
• Proficient in use of spreadsheets, PowerPoint, mail merges, and relational databases

Education and Experience

• High school diploma required
• At least five (5) years of increasingly complex administrative, clerical, or secretarial experience required
• Administrative experience in a school setting preferred
• Equivalent combination of education and experience

Special Requirements

• Possess and maintain a valid driver's license or ability to provide own transportation
• Travel to school district buildings and professional meetings