Executive Assistant, Chief of Strategic District Support

Classification: Support Staff Exemption Status/Test: Non-exempt Job Grade: 7 Division: Center for Strategic District Support Reports To: Chief Job Goal: Provide administrative support to the Chief of the Center for Strategic District Support.

Qualifications: Education * High school diploma or GED Experience * Five years of secretarial experience * Financial software experience Special Knowledge and Skills * Advanced proficiency in the use of Microsoft Office and Adobe products related to office operations * Excellent organizational, interpersonal and communication skills * Excellent attention to detail * Strong organizational skills and demonstrated ability to multi-task and balance priorities * Ability to exercise initiative, decision making and maintain confidentiality * Ability to create reports using tables and graphs * Ability to work in a fast-paced office environment * Excellent proof-reading skills Center Responsibilities * Serve as the first point of contact for internal and external customers regarding questions and requests for the Center.

* Provide support and assistance to department secretaries in the Center.

* Provide backup support to other Cabinet-level secretaries as needed.

Major Responsibilities: * Assist the Chief of the Center for Strategic District Support in planning and executing division-wide initiatives.

* Assist the Chief of the Center for Strategic District Support in completing special projects.

* Research, compile, and analyze data for the Chief of the Center for Strategic District Support.

Secretarial Support * Manage the calendar of the Chief of the Center for Strategic District Support * Screen visitors, telephone calls, and mail directed to the Chief of the Center for Strategic District Support.

* Make travel arrangements and arrange meetings.

* Assist in preparing budget amendments, budget transfers, and monthly and year-end reports.

* Process requisitions, direct pays, invoices, purchase orders, and interdepartmental bills; verify all have been assigned to the correct budgets and ensure all necessary paperwork is included.

* Assist in agenda preparation and contact meeting participants.

* Independently respond to letters and general correspondence of a routine nature.

* Prepare correspondence and reports as instructed.

* Proofread service agreements, contracts, and accompanying materials as needed.

* Receive, review, and appropriately process department requests requiring approvals.

* Assist in any Region 4 programs and events, employee/staff meetings, annual staff awards, retirement receptions, etc.

as a team member of the Center for Strategic District Support.

* Keep office area organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.

* Provide technical assistance and services as specified by any applicable federal grant that funds this position.

Supervisory Responsibilities: None Physical Demands/Environmental Factors/ Mental Demands: Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.