Executive Secretary - Curriculum, Instruction, and Professional Learning

Executive Secretary

Position Summary:

To provide a strong positive image of the Department, its personnel, and its executive officer by communicating an attitude of professionalism and helpfulness to callers, visitors, patrons, and clients.  To ensure a high level of secretarial/clerical services for the Department.  To provide services as the confidential secretary for the executive of the Department.

Essential Duties:

• Maintains the executive calendar, making appointments and recording meeting dates and events as  required to maintain a full and complete record.
• Screens and directs inquiries to the appropriate department staff.  Establishes and maintains office procedures for communication flow.
• Create exemplary documents for correspondence or for distribution throughout the District, using computer and desktop publishing skills.
• Communicate and model a high level of professionalism and clerical expertise for staff within the department.
• Maintains and coordinates department files, both paper and electronic, assuming direct responsibilities for confidential files.
• Creates and verifies reports, ensuring accuracy.
• Maintains personnel files and attendance of department employees.
• Maintains budget, purchasing and payment records on SAP.
• Possess a working knowledge of Board policies and Administrative regulations with the ability to interpret and implement.
• Possess a wide range of knowledge about the organizational structure of the school district and functions of the different divisions and departments.
• Possess an in-depth knowledge of the District's student database system.
• Work with school personnel on applications and procedures of the District's student database system.
• Serve as a district liaison for implementation of State Department WAVE student database.
• Possess extensive knowledge of the Internet for District requested research.
• Exercises independent judgment, initiative, and resourcefulness in dealing with administrators, school personnel, and the general public.
• Work with District administrators, Board of Education members, State Department of Education staff, Legislators, City officials and others through appropriate administrative channels to provide information or solve problems.
• Promote the overall effectiveness of the organization by performing tasks and sharing responsibilities of other members of the Department during peak periods or when there is an overload of duties.
• Perform other duties as assigned.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required):

• High School diploma or equivalent.
• Four years of successful secretarial experience with increasing levels of responsibility.

*Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore, for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.

Physical/Mental Requirements:   

• Must have adequate manual dexterity to write legibly and perform required duties on the computer.
• Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
• Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
• Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
• Sitting for prolonged periods of time.
• May periodically require work outside of normal business hours, including weekends, under sometimes stressful conditions in order to meet business needs and strict deadlines.

 Work Environment:  

• Office duties will be performed in a well-lighted, climate controlled environment.   

Reports To: Executive Director of Secondary Curriculum

FSLA Status: Non-Exempt 

Compensation:    Schedule 808 (Salary determined by experience)

Work Days:     242

FTE: 1.00

This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator.  Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.