Executive Assistant - Leadership and Learning na Des Moines Public School District

DMPS is looking for an Executive Assistant to provide support to the Chief Academic Officer and the office of Leadership and Learning.

TITLE: EXECUTIVE ASSISTANT     

DEPARTMENT: LEADERSHIP & LEARNING

POSITION TYPE: B23  

HIRING SPECIFICATIONS:

Required Education and Experience:

1. High School Diploma, HiSET, or GED.

Desired Education and Experience:

1. Experience with Infinite Campus and Business Plus/ERP systems.

Skills, Knowledge, and Abilities:

1. Advanced knowledge in working with Microsoft 365 Office programs.

2. Effective communication skills, both verbal and written.

3. Ability to work across the organization to achieve common goals independently or in a team setting.

4. Ability to work as an administrative support team.

5. Ability to prioritize tasks and manage time effectively.

6. Ability to be a critical thinker and problem solver.

7. Ability to adapt skills to the changing needs of the organization.

8. Demonstrate the use of courtesy and tact in dealing with sensitive situations.

9. Maintain a clean and organized workspace.

10. Skilled in use of information system databases.

11. Skilled in use of common office equipment (copier, printer, scanner, fax machine and telephone).

12. Competency working in a culturally diverse environment or the willingness to acquire these skills.

BASIC FUNCTION:

This position provides project management and administrative support with minimal supervision. A high level of personal discretion and judgment in dealing with confidential matters is applied. This position serves as a liaison between department leadership and supervisors and employees to ensure accurate and timely communication of District information. This position monitors on-going projects and answers general questions, as necessary. The essential functions as shown below represent only the key areas of responsibility; specific position requirements will vary depending on the needs of the assigned department.

ESSENTIAL FUNCTIONS:

1. Compile and extract data from multiple sources, including department specific programs, merging it to create professionally acceptable reports, documents, and presentations.

2. Coordinate and manage ongoing projects under the direction of department leadership.

3. Monitor and maintain financial activity and records relating to budgeting, purchasing, and payroll. This includes managing the travel request process, reconciliation of p-card transactions, and creating, processing, and reconciling purchase orders within the school district and non-public schools. Work with the procurement specialist and teaching and learning manager to purchase materials for the department.

4. Process additional teacher pay for time worked outside of contract hours.

5. Assist with scheduling meetings, sending communication, and documenting during meetings.

6. Answer incoming calls and emails, field questions, and initiate follow up communication.

7. Provide support for district-wide communication efforts and collaborate with various departments to ensure seamless information flow and coordination.

8. Manage the Parent Concern Line. This includes facilitating the timely referral of issues to appropriate departments and providing necessary information to stakeholders to ensure that all concerns are handled with confidentiality and professionalism to foster a positive partnership between parents and the school community.

ADDITIONAL ESSENTIAL FUNCTIONS (for every DMPS position):

1. Attend work on a prompt and regular basis.
2. Maintain confidentiality.
3. Maintain satisfactory and harmonious working relationships with the public, students, and other employees.
4. Assist with other duties as may be assigned

EVALUATES: N/A
BARGAINING GROUP: N/A

FLSA STATUS: NON EXEMPT

FT/PT:  FULL TIME   DAYS: 5   HOURS: 8:00-4:30

PHYSICAL REQUIREMENTS: FREQUENT STANDING, WALKING, SITTING. TELEPHONE, COMPUTER. 

OCCASIONAL BENDING/STOOPING, REACHING/PUSHING, CLIMBING STAIRS, DRIVING, LIFTING 20 LBS-CARRY 25 FEET. 

WORKING CONDITIONS: 

CONSTANT INSIDE WORKING CONDITIONS. OCCASIONAL OUTSIDE/EXTREMES OF TEMPERATURE.

All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Individuals may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodation.

Approved By: EB

Date: 6/5/2025

Employee Benefits Information

All candidates offered a position will be required to successfully pass a criminal background check, and a child and adult abuse registry check.  Certain positions may require fingerprinting, a drug and alcohol test, a physical capacity test and/or a motor vehicle record check.