ALAMANCE-BURLINGTON SCHOOL SYSTEM

POSITION DESCRIPTION

POSITION PURPOSE:

The Executive Director Office Support is responsible for clerical support of a general nature as needed in direct support of the Supervisor of Elementary Schools. This position is also required to carry out designated administrative assistant and clerical responsibilities assigned with limited supervision with high levels of accuracy, confidentiality, and professionalism.  

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent and two-years related work experience OR Associate’s Degree and two years of working experience
• Equivalent combination of training and experience will be considered qualifying.

 KNOWLEDGE, SKILLS, AND ABILITIES: 

1. Ability to work independently and problem solve as necessary
2. Ability to communicate effectively in writing and when speaking
3. Ability to use a variety of computer programs to complete necessary reports/functions
4. Ability to speak to individuals or groups of people with poise, voice control and confidence
5. Ability to respond adequately to inquiries or complaints
6. Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
7. Ability to take initiative and think critically, not just giving and receiving instructions.
8. Ability to perform tasks and responsibilities under stress, deal with persons acting under stress and adapt when confronted with emergency situations.
9. Sensitive to cultural differences among individuals and groups of persons.
10. Ability to operate/use a variety of job specific machines/equipment
11. Maintains confidential records and files of employees and system.

EDUCATION, TRAINING, AND EXPERIENCE:

•  High School Diploma or equivalent and two-years related work experience OR Associate’s Degree and two years of working experience

 CERTIFICATION AND LICENSE REQUIREMENTS:

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Bachelor’s degree from an accredited institution in the area of personnel management, human resources, public relations, or comparable experience
• At least 3-5 years’ experience relevant for the position
• NC Notary

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Works with direct supervisor to oversee budget and submit reports as directed by assigned deadlines
• Prepare and process PO’s for all supplies, good & materials as needed
• Administration Staffing (assist with scheduling interviews, processing paperwork and updating information as needed)
• Update missing documents on spreadsheet
• Coordinate printing, marketing, supply orders
• Manage the calendar to maintain a schedule of appointments in order to plan for conferences, interviews and meetings
• Schedule, coordinate, budget development and other clerical functions as assigned
• Prepare and review reports as assigned
• Obtain, gather and organize pertinent data as needed and transpose it to a useable format
• Receive, process, and distribute all incoming mail or the department
• Intake all phone calls through the main line, transcribe and deliver messages
• Ensure data integrity maintained within all data management systems and databases
• Ensure departmental files maintained in confidential manner
• Coordinate with payroll or other departments to verify budget codes or any other variables are that may be incorrect or missing
• Scan records and documents into the appropriate software systems, and work with corresponding departments as appropriate according
• Assist incoming visitors with answering questions, inquiries and requests for information and services
• Other related duties as assigned

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, any time.