Hybrid Executive Assistant to Receiver at Chester-Upland School District

POSITION: Executive Assistant to the Receiver
 
REPORTS TO: Receiver
 
 PRIMARY FUNCTION:
The Executive Assistant to Receiver will be responsible for supporting the overall administrative functions of the Office of the Receiver. The Executive Assistant to the Receiver will also be responsible for completing administrative and/or secretarial functions for administration.
 
REPORTS TO AND EVALUATED BY:
 
The Executive Assistant to the Receiver reports directly to and is evaluated by the Receiver, with additional management oversight provided by the Director of Human Resources, The Executive Assistant to the Receiver works cooperatively with the Central Administration staff members and with other district personnel to perform job responsibilities as outlined.

MISSION: The Chester Upland School District is committed to providing all students the opportunity to achieve excellence in the four A's: Academics, Athletics, Arts, and Activities.
 
The senior leadership team continues to build a talented and committed team to ensure all students are prepared to graduate from Chester Upland schools career and college ready!  The C.O.R.E. is the foundation of the Chester Upland School District’s vision and mission.
 
C.O.R.E.:
C- Children First: The well being and continuous learning of every child will drive decisions.
O- One Chester Upland: With dedicated community of partners, parents, students and staff, we will excel, united as One Chester Upland.
R- Reimagining: Through a mode of continuous improvement, we will apply four important levers for change, collaboration, capacity building, deepening knowledge of pedagogy, and focusing direction to improve outcomes for all.
E- Equity, Excellence, and Emotional Intelligence:  We will ensure equitable access to a quality education that includes emotional intelligence and leads to excellence across all opportunities and services. 
  
RESPONSIBILITES AND ESSENTIAL FUNCTIONS 

• Provide comprehensive administrative & secretarial support to the Receiver,
• Facilitates the smooth operation of the Office of Receiver and and assists with the daily functions and operations of the administration building, as assigned by the Receiver and/or Director of Human Resources.
• Plan, organize and coordinate office functions and activities provide timely communication and information to the District, general public, and outside organizations as related to areas of responsibilities including State-wide organizations in the field of education as directed by the Receiver and/or Director of Human Resources.
• Serve as a liaison with all levels of staff, public officials, school district personnel, and community representatives for matters related to the Office of the Receiver.
• Attend Public Board meetings and work with the Receiver, Superintendent, and administrative team to provide closure on all issues and/or concerns arising from these meetings.
• Proofread all items presented for Board consideration for accuracy and notify author of recommended revisions.
• Maintain contact with the Elected Board (Elected Board Secretary), employee groups, professional organizations, legal counsel, media and government on behalf of the Receiver as directed.
• Research material through various resources for information to support the Receiver’s actions in the development of policies, budgets, external reports, and Governing Board Document requests.
• Ensure the Receiver and Elected Board are fully prepared for all official and unofficial proceedings with professional, up-to-date information and background data, complete agendas and documentation, accurate schedules, including a Receiver’s priority brief for all meetings.
• Assist in the facilitatation of regular meetings/trainings for other senior level administrative assistants working in the District Office to ensure information and resources are shared between departments, as directed by the Receiver and/or Director of Human Resources.
• Act as the Right to Know Officer for the school district.
• Attend and record proceedings from confidential and sensitive official and unofficial meetings as directed by the Receiver and/or Director of Human Resources.
• Learn, apply, and stay current on school district policies, laws, rules and regulations affecting the office of the Receiver and the District and maintain and update accordingly.
• Independently prepare a wide variety of highly difficult correspondence and statistical data work including typing, proofreading, creating forms, reports, contracts, communications and presentations with speed and accuracy.
• Perform special projects and prepare or assign the preparation of various forms and reports to clerical staff on behalf of and under the direction of the Receiver and/or Director of Human Resources.
• Receive, screen and direct callers and visitors to ensure timely delivery of communication to appropriate staff, sites/departments or outside individual/group; answer questions, refer to appropriate staff members or schedule appointment with the Receiver; receive, sort, read, route and respond to mail as directed.
• Schedule appointments and maintain appointment calendar; arrange group meetings and transmit confidential or controversial information as appropriate.
• Work collaboratively with other administrative units to assure compliance with time line Maintain files, records, office supplies, and other needs of the department.
• Maintain the official copy of District policies and administrative regulations and hand books.
• Process purchase orders, requisitions and track budgets accordingly.
• Prepare agendas and attend meetings; take, prepare and distribute minutes to administrative staff and the Board as appropriate; maintain files and meeting folders

Additional Duties
Performs other related tasks as assigned by the Receiver.
             
                Note:    The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

Equipment
Use standard office equipment such as personal computers, printer, copy and fax machines, and telephone.

Travel Requirements
Travels to school district buildings and professional meetings as required. 
 
Key Competencies
The ideal candidate will demonstrate the following: 

Strategic Planning and Effective Execution 

• Proactively offer innovative solutions to seemingly intractable problems.
• Demonstrate critical thinking skills and the ability to analyze data, identify trends, and diagnose root causes. 
• Exhibit a strong focus on goals and results. Sets clear metrics for success. 
• Demonstrates excellent project management skills, including close attention to detail, ability to balance the big picture with detailed steps to reach the end goal, and ability to balance multiple projects under tight deadlines. 
• Continuously monitors progress and demonstrates persistence to overcome obstacles to achieve goals. 

Effective Change Management

• Ability to develop and execute approaches to preparing and supporting individuals, teams and organization in making systemic improvements district wide. 
• Ability to use methods that redirect or redefine the use of resources, processes, budget allocation, or other modes of operation that significantly shift/change an organization
• Creates environments that encourages systemic improvement of practices over time.
• Use structured approach to ensure changes are implemented successfully to support sustainable change at scale. 

Knowledge, Skills and Abilities 

• Knowledge of best practices in administration, program evaluation and staff supervision.
• Knowledge of data information systems, data analysis and the formulation of action plans.
• Ability to use computer network system and software applications as needed.
• Ability to develop and implement projects.
• Effective verbal and written communication skills.
• Ability to communicate effectively with students and parents, as well as staff and other members of the community.
• Ability to build and maintain positive relationships, both within and outside the organization.
• Ability to organize multiple tasks and conflicting time constraints.
• Ability to engage in self-evaluation with regard to leadership, performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contracted in the course of work.  
• Ability to handle sensitive information with distriction and maintaining confidentiality.

Physical and Mental Demands, Work Hazards
Work in standard office and school building environments
 
Equipment
Use of standard office equipment such as personal computers, printer, copier and fax machines, and telephone.
 
Travel Requirements
Travel to school district buildings and professional meetings as required. 
 
Qualifications Profile
To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary. 
 
MINIMUM QUALIFICATIONS/CERTIFICATION:
Education and Experience

1. High School Diploma, Bachelors Degree in Business Administration, Public Administration, or related field preferred.
2. 1-2 years of admininistrative, or secretarial experience.

PREFERRED QUALIFICATIONS:

• Computer skills including Microsoft Office Suite, Outlook, and other systems that assist in office organization.
• Strong understanding of local, state and federal laws applicable to PA public school districts.
• Excellent customer service skills to deal with a variety of employees, clients, and vendors. 

 TERMS OF EMPLOYMENT:

1. 12 month (260-262 days)
2. Salary and Benefits in accordance with Act 93 Non-Supervisory agreement
3. $55,000.00 - $70,000.00

The information in this job description is for compliance with Chester Upland School District Board Policy and the Americans with Disabilities Act (A.D.A). It is not intended to be an exhaustive list of duties, responsibilities and qualifications for the position. The incumbent may perform or be assigned other duties. 
 
Equal Opportunity Employer
The Chester Upland School District (CUSD) is an Equal Opportunity Employer. CUSD ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 267-916-5169.