Administrative Assistant III

Elementary School Performance Area A; Charlotte (NC); On-site; USD 13,000 - 18,000; Full time

Job summary

Charlotte-Mecklenburg Schools is looking for an Administrative Assistant III to support an executive staff member with a wide range of office and clerical duties. The role includes coordinating activities with other school system staff and ensuring alignment with Board policies, under general supervision.

The position is full-time, 12 months, with the normal work location on school premises in Charlotte, NC.

Qualifications

• Experience supporting executive staff
• Ability to handle confidential information
• Strong written and verbal communication

Responsibilities

• Adhere to applicable laws, policies, and procedures
• Provide confidential administrative support to an executive staff member
• Coordinate programs and projects within departments
• Transcribe correspondence and draft letters, memorandums, and reports
• Maintain executive calendars and arrange meetings with staff, agencies and public
• Attend meetings to take minutes and distribute summaries

Skills

Organizational skills

Communication skills

Job description

Starting Date: Immediately

Job Description

General Definition of Work

The administrative assistant III, under general supervision, performs advanced administrative work with limited decision-making discretion supporting an executive staff member. Position performs a wide variety of office functions and clerical duties, including coordinating activities with other school system staff. Employee performs administrative support work to carry out Board of Education policies under the direction of the assigned executive.

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.

Hourly NC 11/ 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 a personal and confidential administrative assistant to an executive staff person
• Coordinate special programs/projects in support of department activities
• 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
• 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