Executive Assistant, Operations & Admin

Alliance City School District; Alliance (OH); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Benefits included

Job summary

Alliance City School District seeks an Executive Assistant of Operations at the Administration Building. This exempt, full-time role reports to the Director of Operations and supports multiple district departments with confidential administrative tasks.

The candidate should have excellent interpersonal, time-management, and organizational skills, plus proficiency with Word/Excel and databases. A HS diploma is required; an Associate/Bachelor degree is preferred, with prior budgeting and bid

Qualifications

• High School diploma or equivalent required.
• Associate Degree/Bachelor's Degree preferred.
• Intensive secretarial skills including computer and word processing.
• Excellent record keeping skills required.
• Outstanding human relations skills.
• Knowledge of school budget appropriations.
• Knowledge of administrative procedure/requirements; such as bidding, negotiations, etc.
• Residence in the taxing district of Alliance City Schools is preferred.

Responsibilities

• Efficiently types all correspondence, reports, notices and recommendations for Operations, Maintenance, Transportation and the Food Service Departments.
• Responsible for making immediate need decisions in the absence of an administrator.
• Maintains confidentiality of records and other information.
• Maintains a regular filing system, as well as a set of locked confidential files, and processes all incoming correspondence as instructed.
• Maintains all personnel files for classified personnel.
• Coordinates salaries of classified staff with the treasurer's office each year and pro-rated salaries of new employees.
• Processes all correspondence for classified staff: i.e., vacations, personal leave, sick leave, accident reports, etc. and maintains daily absence report-off records for all classified personnel.
• Education Aide Certification:
• Maintains records and notifies classified staff for renewal of Education Aide certification.
• Assists with Aide applications as needed.
• Insurance:
• Reviews and establishes specifications for all insurance; building, fleet, liability and student.
• Submits to the Board of Education for approval and processes for coverage and payment.
• Coordinates and schedules substitute custodians.
• Types and processes all purchase orders for Operations, Maintenance, Transportation, and the Food Service Departments.
• Obtains, coordinates, and processes all data for State and Federal reports. Reviews such reports with the Superintendent and submits them to the proper government department.
• Food Service Supplies:
• Coordinates food inventory with the Food Service Supervisor and structures specifications for sealed bid process.
• Advertises specifications with the local newspaper and notify vendors.
• Reviews and coordinates all information submitted to Alliance City Schools by the State Food Service Department.
• Reviews and coordinates with the Transportation Supervisor all information submitted to Alliance City Schools by the State Transportation Department concerning "T" reports when needed.
• Processes all In Lieu of Transportation information and submits to the Board of Education for approval when needed.
• Assists the Transportation Supervisor and Superintendent with the bid process for new buses when needed.
• Manages the Staff Accident reporting system and files all necessary reports with the state.
• Schedules and invoices community rentals of all facilities and processes request forms for all schools.
• Assists with, types and processes all job postings for classified personnel per instructions of the Superintendent or his designee.
• Other miscellaneous duties as required in a skilled secretarial position.
• Attends in-service or training programs as required by Board Policy, Superintendent or his designee.
• Learns and effectively uses other software which may be assigned.
• Performs any additional duties, which may be assigned by the Superintendent or his designee.

Skills

Interpersonal skills

Time management

Organizational skills

Microsoft Word

Excel

Databases

Project management

Initiative

Attention to directions

Positive attitude

Education

High School diploma or equivalent

Associate/Bachelor degree preferred

Tools

Microsoft Word

Excel

Databases

Job description

Alliance City School District seeks an Executive Assistant of Operations at the Administration Building. This exempt, full-time role reports to the Director of Operations and supports multiple district departments with confidential administrative tasks.

The candidate should have excellent interpersonal, time-management, and organizational skills, plus proficiency with Word/Excel and databases. A HS diploma is required; an Associate/Bachelor degree is preferred, with prior budgeting and bid