(Using a computer is suggested to complete application. Phones are not always compatible.)
POSITION PROPERTIES
Executive Assistant to the Executive Director of Curriculum & Instruction
Eligible – 60 day waiting period (Retirees not Benefit eligible)
PURPOSE
This position is located in the Aslin Administration building. The Executive Assistant to the Executive Director of Curriculum & Instruction provides clerical support for the Executive Director of Curriculum and Instruction and serves as the lead secretary to the Curriculum and Instruction department. The position requires effective, positive interactions with many people throughout the school district and community.
ESSENTIAL RESPONSIBILITIES AND DUTIES
This position is responsible for duties including but not limited to the following:
- Prepares facilities for meetings and workshops scheduled by the Executive Director of Curriculum and Instruction, including all details needed to host attendees; supports the School Improvement Department as required or requested during major events.
- Supports the management of the 25+ Instructional Mentors, including calculating and submitting the local mileage expense log reimbursement submissions, overseeing the timecards for their absences, scheduling their one-on-one meetings with the Executive Director of C&I, scheduling their twice-monthly professional learning dates and locations, and scheduling their annual evaluations.
- Supports the management of the 20+ Curriculum Coordinators, including overseeing their timecards for absences, submitting their monthly payroll submissions, scheduling their one-on-one monthly meetings with the Executive Director of C&I, scheduling their twice-monthly professional learning dates and locations, and scheduling their annual evaluations.
- Supports all C&I Coordinator secretaries in the department, including creating a welcoming team culture, onboarding new staff, evaluating office systems for continuous improvement, and overseeing timecards for absences and twice-monthly payroll submissions.
- Supports the Advanced Studies Coordinator and Dual Credit Counselor in entering all Purchase Orders, paying invoices, and paying for Dual Credit courses for all enrolled students who applied and qualified for free and reduced lunch and the scholarship.
- Manages student travel requests for the entire district, which involves getting administrative approval, permission forms signed, and all information scanned with all gathered district forms into an electronic filing system for the PLAs for the adults going with the students, ensuring all paperwork is correct and ready to submit.
- Inputs Board of Education items into Simbli for the Executive Director: MOUs, Contracts, Dual Credit, and Professional Development for the C&I department.
- Assists the Executive Director of Curriculum & Instruction with managing purchase orders and travel for the Curriculum & Instruction department.
- Assists the Executive Director of Curriculum & Instruction with managing a large budget that does not contain errors or overages.
- Interacts positively and professionally with district administrators, building principals, teachers, school personnel, parents, and community members.
- Demonstrates clerical duties efficiently: updating email distribution lists, answering the phone, filing, greeting and assisting patrons and visitors, prepping and cleaning for department meetings, maintaining paper and printer cartridges for color and virtual printers for the entire department, etc.
- Understands and adheres to Board policies and procedures.
Perform other duties as necessary to support the mission and vision of Columbia Public School District.
DISTRICT EXPECTATIONS
All employees of the District are expected to adhere to the policies and regulations of the Board of Education, maintain appropriate certification and competencies necessary for the position, and demonstrate the values of the district at all times. For information on polices, regulations and values, visit http://www.cpsk12.org.
REPORTING RELATIONSHIPS
Reports To: Executive Director of Curriculum and Instruction
Supervises: None
QUALIFICATIONS
Minimum: High School diploma or equivalent GED; One (1) year of related experience.
Preferred: A college associate's degree or four-year degree is preferred; a minimum of three (3) years of office clerical experience or equivalent is preferred. Mastery of office skills; competency with written and oral communication skills; ability to maintain confidentiality; ability to assume responsibility without direct supervision; strong public relations/interpersonal skills; excellence driven with strong attention to detail; commitment to accuracy. Maintains excellent computer and technology skills, including but not limited to proficiency in Microsoft Office, Internet programs, and Google Suite to maintain Missouri, CPS, and the C&I department reporting records. Utilizes or can quickly learn district programs, including but not limited to Infinite Campus, Business Plus, TalentEd, Frontline, UKG Ready, Simbli, and Bank of America Works.
Ideal Candidate: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Able to prioritize workload and is detail-oriented as the lead assistant to the Executive Director.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
ADA REQUIREMENTS
Language: Read and interpret documents such as instructions and procedure manuals; Write simple reports and correspondence; Speak with colleagues, staff, administrators, students, and parents.
Computation: Perform basic mathematical functions such as addition, subtraction, multiplication, and division—including knowledge of how to perform such functions within Excel or Sheets.
Reasoning: Interpret instructions furnished in written, oral, diagram, or schedule form; Solve problems when such problems have a variety of concrete variables.
Technology: Demonstrate strong computer skills, including word processing, spreadsheets, and databases; Exhibit durable proficiency with internet and online tools; Learn new systems and software quickly.
Other Skills and Abilities: Work closely with various staff members and demonstrate excellent interpersonal and communication skills; Safeguard confidential information.
Physical Demands: While performing the duties of this job, an employee is regularly required to sit, walk, lift, talk, and hear. The employee must be able to move about and use finger controls. The employee must occasionally reach, bend, and carry or push up to 15 pounds of materials. Close vision ability to look at a computer screen for long periods is required.
Attendance: Consistent and regular attendance is an essential part of this position.
Conditions and Environment: The work environment is frequently chaotic, with administrators, staff, students, parents, visitors, and community members present and speaking simultaneously.
Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.
Equal Opportunity Employer
