EXECUTIVE SECRETARY

TrulyHired; Fort Lauderdale (FL); On-site; USD 40,000 - 65,000; Full time

Job summary

The School Board of Broward County, Florida is seeking an Executive Secretary to perform complex clerical and secretarial duties, interpreting state regulations and district policies, and supporting the administrator in daily operations.

You will manage calendars, arrange meetings, draft correspondence, handle inquiries, and maintain confidentiality while coordinating with board members, staff, students, and the public.

Qualifications

• A standard high school diploma or satisfactory completion of GED.
• Two (2) years of education in specialized secretarial duties or related subjects from an accredited college or university (associate's degree).
• A minimum of two (2) years of related office/secretarial experience.
• Ability to establish and maintain effective working relationships with diverse groups including other employees departments, and the general public.
• Experience composing correspondence and preparing reports in an articulate manner.
• Ability to exercise independent judgment and make decisions.
• Time management and ability to meet deadlines.
• Effective verbal, written, and communication skills.
• Advanced organization skills and keen attentiveness to detail.
• Computer skills as required for the position.

Responsibilities

• Follow instructions, established practices and procedures to perform clerical/ secretarial work in support of the administrative functions in the division.
• Serve as assistant to the administrator in a wide diversification of programs and activities.
• Plan, initiate, and carry to completion clerical, secretarial, and sub-administrative activities.
• Make arrangements for conferences, meetings, and appointments, including research, space, time, and place, and provide background information as needed.
• Receive incoming mail and compose replies to inquiries not requiring the administrator's personal attention; log, forward and followup when applicable.
• Screen phone calls, ascertain the nature of business, and refer to the proper official or department.
• Meet and deal effectively with the general public, staff members, students, teachers, parents, and administrators, using tact, poise, and good judgment to maintain good public relations for the School District.
• Manage complex calendars for meetings, travel, and other commitments of the administrator; keep informed of the administrator's location and activities to provide notice of matters of an urgent nature.
• Follow through on legal matters and proposed actions, and process plans of highly confidential nature.
• Work on special projects involving research and collecting data to be submitted as background material for the Board, administration, and divisional staff.
• Demonstrate initiative and exercise responsibility, discretion, confidentiality, tact and good judgment in assisting the administrator. Maintain current information on guidelines and programs and process routine matters within established policies.
• Operate standard office equipment, as required by the job.
• Perform and promote all activities in compliance with the equal employment and non-discrimination policies of The School Board of Broward County, Florida.
• Participate in training programs offered to enhance the individual skills and proficiency related to job responsibilities.
• Standard Review current developments, literature and technical sources of information related to job responsibilities.
• Ensure adherence to safety rules and procedures.
• Follow federal and state, as well as School Board policies.
• Perform other duties as assigned by the immediate supervisor, or designee.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Interpersonal skills

Attention to detail

Computer skills

Education

High school diploma or GED

Associate’s degree in secretarial or related subjects

Tools

Shorthand

Job description

Job Description

POSITION GOAL

To perform in a responsible and accurate manner diversified and complex clerical duties involving the application and interpretation of State Board Regulations and School Board policies, and carrying to completion clerical and secretarial activities to assist and otherwise aid the administrator in handling daily administrative functions.

ESSENTIAL PERFORMANCE RESPONSIBILITIES

The Executive Secretary shall carry out the performance responsibilities listed below:

• Follow instructions, established practices and procedures to perform clerical/ secretarial work in support of the administrative functions in the division.
• Serve as assistant to the administrator in a wide diversification of programs and activities.
• Plan, initiate, and carry to completion clerical, secretarial, and sub-administrative activities.
• Make arrangements for conferences, meetings, and appointments, including research, space, time, and place, and provide background information as needed.
• Receive incoming mail and compose replies to inquiries not requiring the administrator's personal attention; log, forward and followup when applicable.
• Screen phone calls, ascertain the nature of business, and refer to the proper official or department.
• Meet and deal effectively with the general public, staff members, students, teachers, parents, and administrators, using tact, poise, and good judgment to maintain good public relations for the School District.
• Manage complex calendars for meetings, travel, and other commitments of the administrator; keep informed of the administrator's location and activities to provide notice of matters of an urgent nature.
• Follow through on legal matters and proposed actions, and process plans of highly confidential nature.
• Work on special projects involving research and collecting data to be submitted as background material for the Board, administration, and divisional staff.
• Demonstrate initiative and exercise responsibility, discretion, confidentiality, tact and good judgment in assisting the administrator. Maintain current information on guidelines and programs and process routine matters within established policies.
• Operate standard office equipment, as required by the job.
• Perform and promote all activities in compliance with the equal employment and non-discrimination policies of The School Board of Broward County, Florida.
• Participate in training programs offered to enhance the individual skills and proficiency related to job responsibilities.
• Standard Review current developments, literature and technical sources of information related to job responsibilities.
• Ensure adherence to safety rules and procedures.
• Follow federal and state, as well as School Board policies.
• Perform other duties as assigned by the immediate supervisor, or designee.

MINIMUM QUALIFICATIONS & EXPERIENCE

• A standard high school diploma or satisfactory completion of an approved General Educational Development (GED) Testing Program.
• A minimum of six (6) years of related office/secretarial experience.
• OR
• Two (2) years of education in specialized secretarial duties or related subjects from an accredited college or university (normally an associate's degree program).
• A minimum of two (2) years of related office/secretarial experience.
• Ability to establish and maintain effective working relationships with diverse groups including other employees departments, and the general public.
• Experience composing correspondence and preparing reports in an articulate manner.
• Ability to exercise independent judgment and make decisions.
• Time management and ability to meet deadlines.
• Effective verbal, written, and communication skills.
• Advanced organization skills and keen attentiveness to detail.
• Computer skills as required for the position.

PREFERRED QUALIFICATIONS & EXPERIENCE

• Vocational or business school Secretarial Science training.
• Proficiency in shorthand.
• Bilingual skills.
• The hiring administrator may specify preferred, appropriate additional qualifications as may be related to the job.

SIGNIFICANT CONTACTS-frequency, contact, purpose

Frequently works with board members, senior management, and Superintendent as necessary; interacts with staff and the general public regarding various inquiries.

PHYSICAL REQUIREMENTS

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently as needed to move objects.

TERMS OF EMPLOYMENT

Salary and benefits shall be paid consistent with the District's approved compensation plan. Length of the work year and hours of employment shall be those established by the School Board.

LINK TO JOB DESCRIPTION

To review the complete job description for this position access the following website: https://www.browardschools.com/Page/36072 and do a search by Job Code. The Job Code for this position is: TT-011