EXECUTIVE ASSISTANT/OFFICE MANAGER 3223731

Profile

JOB TITLE

: Office Manager/Executive Assistant

FLSA STATUS

: Exempt

POSITION OBJECTIVE

: To act as the Executive Assistant to the principal at Burlington High School, assisting in supporting the school community through the planning, oversight, coordination and supervision of general office operations and staff, and to perform a wide variety of key administrative functions for the Burlington High School main office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

Plan, oversee, coordinate and monitor various day-to-day school administrative responsibilities. Confer regularly with immediate supervisor (Principal), other departments, school and District personnel, and/or various outside individuals/organizations to plan and coordinate activities, exchange information, resolve problems, and ensure operations management for BHS.

Develop, coordinate, and post communication from building to community and parents through newsletter, web-site, e-mail, social media, automated phone system.

Oversee various bookkeeping functions: initiate and process financial documents related to operating budgets, capital budgets, special accounts; monitor financial activity; organize and maintain financial records; collect and disburse funds; prepare related documentation for review; place, receive, and pay for all orders within BHS, including any outside grant funding and/or special events.

Coordinate, initiate, prepare, process, and/or monitor various financial, administrative, and operations forms, records, reports, schedules, school testing and other documents, ensuring timely and accurate completion of documents. Compile information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or district.

Coordinate hiring with the Principal; post open positions; monitor, evaluate, maintain, and distribute to appropriate administrators any incoming applications, especially during Hiring Season in April-May.

Supervise two to five regular office personnel in the daily operations of the school; oversee workflow to ensure continuous operation of key school processes; plan and issue daily work assignments as needed; monitor work in progress and check completed work; oversee reporting of time; assist staff with unusual or difficult tasks; assist with/carry out performance evaluation; bring special personnel problems to attention of supervisor; plan staffing needs and work. Onboard, train, and assist in evaluating new employees on the office administration team.

Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key constituencies; explain policies/procedures; answer various questions, coordinate services, handle special requests or inquiries from the public.

Assist with general office secretarial work: answer phones and perform reception duties; complete correspondence, reports; order office supplies; maintain appointment calendars; set up meetings; photocopy; screen and distribute mail.

Use discretion in handling confidential information, following FERPA regulations.

Complete all other duties as assigned.

SUPERVISION RECEIVED

: Directly from Principal.

SUPERVISORY RESPONSIBILITIES

: No actual supervisory responsibilities, however this position trains, assigns and directs the activities of several administrative assistant persons, while sharing the workload to ensure all office work is complete.

QUALIFICATIONS

: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

Bachelor's degree in business or other appropriate discipline plus five to six years of relevant clerical and administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired. Previous supervisory experience required including hiring, evaluating, training and directing staff.

Broad base knowledge of general and specialized clerical and office management knowledge

Good basic administrative and organizational experience in organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems.

Ability to deal effectively with a wide variety of individuals inside and outside of the office.

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, correspondence, and procedure manuals.

Ability to effectively present information and respond to questions from groups of administrators, teachers, parents, students, and the general public.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Some

bookkeeping/accounting training is preferred.

Computer Skills and Experience: Google Applications, Microsoft Works, Word, Excel, Financial Management Systems, Data Management Systems, mailmerge communication systems.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule format.

Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations.

Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.

PHYSICAL EFFORT AND STRESS

: Physical ability to perform the essential functions of the job as outlined above, in addition to the following: While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, talk, and hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Ability to effectively handle stressful situations and resolve conflicts.

WORKING CONDITIONS:

While performing the duties of this job, the noise level in the work environment is usually moderate.

Shift Type:

Full-Time Salaried; Year-round position.

Position Type:

Full-time

Positions Available:

1

Equal Opportunity Employer

Burlington School District is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws. Minority candidates are encouraged to apply.

Job Requirements

No experience required

Contact Information

Christopher Celotto

150 Colchester Ave

Burlington, Vermont 05401

Phone:

802-865-5332

Email:

celotto@bsdvt.org

Learn more online at http://www.SchoolSpring.com/job?4197483

Company info

Burlington School District
Christopher Celotto
Phone : 802-865-5332