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Position Title: Executive Secretary, Instructional Services

Department: Instructional Services

Reports To: Chief Academic Officer

FLSA Status: Non-Exempt

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QUALIFICATIONS:

• High school graduate with a minimum of two years secretarial experience preferred; any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

CERTIFICATES, LICENSES, REGISTRATIONS:

Must have current government issued identification

TERMS OF EMPLOYMENT:

8 Hours/230 Days

Support Staff Salary Schedule (Grade 11)

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

GENERAL SUMMARY:

Under general supervision is responsible for providing direct administrative and clerical support to the assigned administrator(s). Conducts such duties as bookkeeping, word processing, data entry, establishing and maintaining files and records, answering incoming calls, scheduling appointments, etc.

ESSENTIAL FUNCTIONS:

• Supports and upholds the mission, vision and strategic goals of Lexington County School District One towards increased outcomes for students.
• Interacts, communicates and collaborates with all stakeholders effectively.
• Establishes a safe, supportive, positive and productive working and learning environment.
• Operates general office and technology equipment needed for daily activities.
• Maintains confidentiality regarding all employee and student information.
• Participates in all professional meetings and training sessions as required.
• Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials.
• Provides assistance in financial areas which includes such duties as procuring, entering, processing and/or maintaining purchase orders and related information, and maintaining a complete and systematic set of records of all financial transactions as assigned.
• Executes financial duties such as procuring, entering, processing and/or maintaining purchase orders and related information, and maintaining a complete and systematic set of records of all financial transactions as assigned.
• Conducts a wide variety of bookkeeping duties including, but not limited to, maintaining financial records, recording transactions in subsidiary ledgers, summarizing and balancing entries, transferring data to general ledgers, identifying and correcting incorrect postings, maintaining and coordinating budget related transactions, etc.
• Receives, verifies and processes purchase orders from schools and/or departments and keys information into computer; verifies purchase orders against invoices for payment; enters fixed asset information into computer systems;  communicates with vendors as needed.
• Provides assistance in administrative areas such as compiling data, verifying records and reports for accuracy, and providing information and assistance to stakeholders.
• Provides secretarial support by performing such duties as answering, screening and directing telephone calls; screening and/or distributing incoming and outgoing mail; word processing; developing and maintaining a central filing system; assisting with preparation, compilation and/or dissemination of various materials; scheduling appointments; and directing visitors.
• Effectively communicates district, state and federal policies, procedures and operations.
• Provides clerical assistance as a back-up to other departmental staff when needed.
• Operates general office and technology equipment needed for daily activities.
• Prepares district, state and federal records and reports, budgets, grants and entries for data systems as assigned.
• Receipts and processes monies received from the schools, departments, individuals and state and federal funding sources as assigned.
• Maintains confidentiality regarding all employee and student information.
• Selects, requests, and maintains an inventory of technology tools, equipment, supplies and materials needed for daily activities; provides for safe storage and proper use of all tools, equipment and materials.
• Effectively uses personal computing devices and software applications for the management of pertinent information and communication.
• Performs other job-related duties as assigned

SUPERVISORY RESPONSIBILITY:

Budgetary responsibility as assigned. No supervisory responsibility.

OTHER SKILLS and ABILITIES:

Knowledge of the policies, procedures and activities of the school district which pertain to the specific duties and responsibilities of the position. Knowledge of departmental policies, procedures, and operations. Advanced knowledge of the principles of office management and organization. Knowledge of and skill in the preparation, maintenance and submittal of various district, state and federal records and reports necessary for the position. Ability to demonstrate proper maintenance, safe operation and utilization of equipment, materials and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Advanced data entry, mathematical, bookkeeping, word processing, and written/verbal communication skills. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate in an effective and professional manner with supervisors, co-workers, teachers, students, and the general public. Ability to demonstrate high level application of technology devices in the performance of daily activities. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment for this position varies. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. 

EVALUATION:

Performance of this job is evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is intended for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

NONDISCRIMINATION POLICY:

Lexington County School District One is committed to a policy of nondiscrimination and equal opportunity for all students, parents/legal guardians, staff, visitors, personnel and community members who participate or seek to participate in its programs or activities. Therefore, the district does not discriminate against any individual on the basis of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age, genetic information, national origin, or any other applicable status protected by local, state, or federal law.

The district will use the grievance procedures set forth in policy to process complaints based on alleged violations of Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments Act of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; the Equal Pay Act of 1963; the Genetic Information Nondiscrimination Act of 2008; and Titles I and II of the Americans with Disabilities Act of 1990.