Job Title
Executive Assistant
Evaluation Type
Paraprofessional
Department
Various Departments
Pay Grade
Administrators – P8
Supervisor
Chief Human Resources Officer
BASIC FUNCTION & RESPONSIBILITY: Provide advanced administrative support to the Chief Human Resources Officer and department leadership with minimal supervision. Handle highly confidential information and interact regularly with district employees, outside agencies, and the general public.
QUALIFICATIONS:
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High school diploma or equivalent
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Three (3) years of administrative support experience, preferably in a public education or Human Resources setting
Special Knowledge/Skills/Abilities:
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Knowledge of school district organization, operations, policies, and procedures
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Ability to maintain strict confidentiality and exercise sound judgment and discretion
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Ability to manage multiple priorities, deadlines, and sensitive matters with minimal supervision
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Excellent organizational, interpersonal, written, and verbal communication skills
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Proficiency in word processing, spreadsheets, databases, and electronic recordkeeping
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Ability to compile, analyze, organize, and present data and information clearly
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Ability to independently initiate, coordinate, and complete projects and follow-up activities
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Strong attention to detail and accuracy
CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions of this position, pursuant to the Americans with Disabilities Act (ADA), may include the duties, responsibilities, knowledge, skills, and abilities listed below. This is not intended to be a comprehensive list of all duties and tasks performed by this position.
Human Resources:
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Provide administrative support to the Chief Human Resources Officer related to employee investigations, complaints, and other confidential personnel matters.
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Communicate with campuses and departments to obtain requested information, records, and documentation related to investigations and personnel matters.
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Track investigation-related deadlines, correspondence, documentation, and required follow-up to ensure matters are handled in a timely manner.
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Assist with correspondence and follow-up with the Texas Education Agency (TEA), law enforcement agencies, and other outside entities as directed by the Chief Human Resources Officer.
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Maintain organized and secure records related to investigations, employee complaints, disciplinary matters, and other confidential HR functions.
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Maintain strict confidentiality and exercise discretion when handling sensitive employee, student, legal, and investigative information.
Administrative Support and Department Operations
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Prepare correspondence, reports, presentations, forms, and other departmental documents.
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Compile data and information for required state, local, and district reports.
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Maintain organized department files, records, policies, and procedures.
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Manage administrators’ calendars and coordinate meetings, travel, and conference registrations.
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Serve as a liaison with staff, departments, vendors, and outside agencies to support department operations.
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Answer calls, greet visitors, respond to routine inquiries, and direct questions to appropriate staff.
Budget and Financial Support
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Assist with developing, monitoring, and maintaining the department budget.
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Prepare and process purchase orders, payment authorizations, and other financial documents.
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Maintain budget spreadsheets, records, and other financial data.
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Communicate with vendors regarding purchases, pricing, and department needs.
General Responsibilities
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Maintain confidentiality in all personnel and department matters.
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Coordinate department mail, supplies, equipment, and other office needs.
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Maintain familiarity with and comply with applicable district policies, procedures, and state requirements.
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Maintain a professional and positive working relationship with district staff, outside agencies, and the community.
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Perform other duties as assigned.
SUPERVISION EXERCISED: None
MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:
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Tools/Equipment Used: Standard office equipment, including computer and related peripherals
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Posture: Prolonged sitting; occasional bending, stooping, pushing, pulling, and twisting
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Motion: Repetitive hand motions, including frequent keyboarding and use of mouse; occasional reaching
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Lifting: Occasional light lifting and carrying (less than 15 pounds)
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Environment: May work prolonged or irregular hours; occasional district-wide travel
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Mental Demands: Work with frequent interruptions and changing priorities; maintain emotional control under stress; exercise sound judgment and discretion when handling sensitive or confidential matters
