Secretary - Executive Director Transformational Learning

Arlington Independent School District; Arlington (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Arlington Independent School District is seeking a Secretary - Executive Director Transformational Learning to provide administrative support to the Executive Director, manage schedules, correspondence, and confidential information.

The role requires at least a high school diploma, 3 years of executive secretarial experience, proficiency in Microsoft Office and Google Workspace, and ability to handle multiple tasks under pressure. This position supports district operations and events.

Qualifications

• High School diploma or equivalent required.
• Two years of college credit preferred.
• Minimum three (3) years of executive level secretarial experience.
• Proficient in Microsoft Office and Google Workspace products.
• Knowledge of school district organization, operation, and administrative policies/procedures.
• Customer service mindset and ability to work cooperatively with others.
• Proficient in school district budget processes, management, and oversight.
• Perform multiple, complex secretarial and administrative duties/tasks while working under pressure.
• Demonstrate a high degree of confidentiality, discretion and good judgement.

Responsibilities

• Assists the Executive Director.
• Oversees, coordinates, prepares, and schedules meetings for the office of the Executive Director.
• Attends and takes minutes during meetings required by the Executive Director or and maintains a proper record for communication and documentation purposes
• Designs various (electronic and hard copy) forms and distributes on behalf of the Executive Director
• Maintains and regulates the daily and long-range calendar forf the Executive Director
• Receives and routes phone calls and answers questions, emails, and OnFlo inquiries effectively and efficiently
• Composes effective correspondence independently; references policies, rules, and regulations in preparing correspondence; reviews and edits material prepared by others
• Compiles data and information on issues or topics, as required
• Prepares and maintain a variety of records (including Board documents, contracts, MOUs, interlocal agreements, etc) in order to meet schedules and deadlines
• Maintains and prepares travel documents and mileage reports for the Executive Director of
• Assists with various department level events such as graduation, spelling bee, academic decathlon, etc
• Assists with coding for student special programs such as AVID, Gifted and Talented, PTECH, etc
• Assists department level staff with duties and responsibilities as needed
• Establishes and maintains effective working relationships with others
• Maintains professional office standards and conduct
• Works confidentially with discretion
• Analyzes situations accurately and proactively adopts an effective course of action
• Communicates effectively both orally and in writing
• Exhibits an honest, caring attitude toward co-workers, staff, students, parents, and other stakeholders
• Demonstrates self-control and tact
• Accepts and carries out assignments in a positive and supportive manner
• Responds to requests from the staff as directed by the Executive Director
• Monitors the office budget; prepare changes, corrections or adjustments as necessary; executes all purchases in accordance to established policy or procedures
• Reviews requisitions and purchase orders processed through the office of the Executive Director to ensure accuracy and compliance with district policy, procurement procedures, and state/federal regulations
• Prepares reports by gathering and organizing data from a variety of sources
• Maintains and manages record logs for contract submissions/executions
• Checks adequacy of equipment and recommends corrective action on operational deficiencies
• Recognizes any hazards in and around assigned work areas and takes corrective actions
• Maintains effective working relationships with the students, parents, district personnel, community and other stakeholders
• Presents a positive role model for students and the community that supports the mission of the AISD
• Responds effectively to questions and concerns in a timely manner
• Develops an extensive knowledge of the organization and programs under the Executive Director's oversight and seeks out opportunities to expand skills related to job functions

Skills

Microsoft Office

Google Workspace

Confidentiality

Customer service

Budget knowledge

Secretarial tasks

Time management

Education

High School Diploma or equivalent

Two years of college credit (preferred)

Tools

Microsoft Office

Google Workspace

Job description

Secretary - Executive Director Transformational Learning

Transformational Learning

Support/Hourly - Position - Secretary - District/Department

ROLE AND PURPOSE:

To facilitate the efficient operation s of the office of the Executive Director of Transformational Learning and provide efficient and effective administrative clerical support. Work under general supervision, be knowledgeable concerning district operating procedures, effectively manage time, handle confidential information and proactively problem solve while being versatile and flexible.

QUALIFICATIONS:

Education/Certification:

• High School Diploma or equivalent
• Two years of college credit (preferred)

Experience:

• Minimum three (3) years of executive level secretarial experience
• Proficient in Microsoft Office and Google Workspace products
• Knowledge of school district organization, operation, and administrative policies/procedures
• Customer service mindset and ability to work cooperatively with others
• Proficient in school district budget processes, management, and oversight
• Perform multiple, complex secretarial and administrative duties/tasks while working under pressure
• Demonstrate a high degree of confidentiality, discretion and good judgement

MAJOR RESPONSIBILITIES AND DUTIES:

I. MANAGEMENT

• Assists the Executive Director
• Oversees, coordinates, prepares, and schedules meetings for the office of the Executive Director.
• Attends and takes minutes during meetings required by the Executive Director or and maintains a proper record for communication and documentation purposes
• Designs various (electronic and hard copy) forms and distributes on behalf of the Executive Director
• Maintains and regulates the daily and long-range calendar forf the Executive Director
• Receives and routes phone calls and answers questions, emails, and OnFlo inquiries effectively and efficiently
• Composes effective correspondence independently; references policies, rules, and regulations in preparing correspondence; reviews and edits material prepared by others
• Compiles data and information on issues or topics, as required
• Prepares and maintain a variety of records (including Board documents, contracts, MOUs, interlocal agreements, etc) in order to meet schedules and deadlines
• Maintains and prepares travel documents and mileage reports for the Executive Director of
• Assists with various department level events such as graduation, spelling bee, academic decathlon, etc
• Assists with coding for student special programs such as AVID, Gifted and Talented, PTECH, etc
• Assists department level staff with duties and responsibilities as needed

II. SCHOOL/ORGANIZATION CLIMATE

• Establishes and maintains effective working relationships with others
• Maintains professional office standards and conduct
• Works confidentially with discretion
• Analyzes situations accurately and proactively adopts an effective course of action
• Communicates effectively both orally and in writing
• Exhibits an honest, caring attitude toward co-workers, staff, students, parents, and other stakeholders
• Demonstrates self-control and tact
• Accepts and carries out assignments in a positive and supportive manner
• Responds to requests from the staff as directed by the Executive Director

III. ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT

• Monitors the office budget; prepare changes, corrections or adjustments as necessary; executes all purchases in accordance to established policy or procedures
• Reviews requisitions and purchase orders processed through the office of the Executive Director to ensure accuracy and compliance with district policy, procurement procedures, and state/federal regulations
• Prepares reports by gathering and organizing data from a variety of sources
• Maintains and manages record logs for contract submissions/executions
• Checks adequacy of equipment and recommends corrective action on operational deficiencies
• Recognizes any hazards in and around assigned work areas and takes corrective actions

IV. SCHOOL/COMMUNITY RELATIONS

• Maintains effective working relationships with the students, parents, district personnel, community and other stakeholders
• Presents a positive role model for students and the community that supports the mission of the AISD
• Responds effectively to questions and concerns in a timely manner

V. PROFESSIONAL GROWTH AND DEVELOPMENT

• Develops an extensive knowledge of the organization and programs under the Executive Director's oversight and seeks out opportunities to expand skills related to job functions

VI. MISCELLANEOUS

• Performs other duties as may be assigned by the Executive Director

VI. MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment, including computers and peripherals; standard instructional equipment.
• Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping
• Motion: Moderate walking
• Lifting: Regular light lifting and carrying (less than 15 pounds)
• Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.