Executive Assistant to the Chief Operating Officer for Central Office (N124-2425)

POSTING NUMBER: (N124-2425)

POSTING DATE:   August 9, 2024

CLOSING DATE:   Until Filled

POSITION:           Executive Assistant to the Chief Operating Officer

REPORTS TO:      Chief Operating Officer

LOCATION:          Central Office

PRIMARY FUNCTION: Provide diversified administrative support to the senior executive

TYPICAL DUTIES AND RESPONSIBILITIES:

• Maintain schedule and appointments and resolve conflicts as needed.
• Compose and prepare correspondence and reports independently.
• Respond to incoming phone correspondence.
• Maintain budget for the Chief Operating Officer’s department.
• Arrange meetings/conferences; assemble materials in preparation for meetings.
• Under the supervision of the executives, develop and implement procedures to improve efficiency.
• Maintain attendance records for all department staff.
• Assist in the preparation of Board agenda items and other reports/presentations.
• Order all supplies, equipment; prepare requisitions, standard invoices, receiving reports; complete payment process.
• Prepare Employee Reimbursement Request and accompanying documentation on behalf of executives.
• Develop and maintain an electronic library of materials related to the departments.
• Perform other related tasks as requested.

SKILLS, KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE:

• High school diploma or GED supplemented by courses in secretarial training or business administration. Associate Degree in Secretarial Sciences preferred.
• Minimum five years of executive secretarial experience, preferably supporting the Director level or higher.
• Proficient in the use of Microsoft Windows, Excel, PowerPoint, Access and any other applicable programs and equipment. Knowledge of Internet/Intranet and MUNIS preferred.
• Must attend training to update computer skills as needed.
• Excellent verbal and written communications skills; bilingual English/Spanish preferred. 
• Demonstrated ability to consistently make work decisions in accordance with department policies and procedures.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.
• Familiarity with Hartford Public School System policies and procedures preferred.
• Demonstrated ability to deal effectively, fairly and courteously with people, and to establish and maintain effective work relationships.
• Ability to take directives and follow through with initiative.
• Ability to exercise tact and courtesy in discriminating between callers who should have access to the executives and those who should be referred elsewhere. 
• Demonstrated ability to maintain professional demeanor in stressful situations
• Must be flexible to provide support periodically which may fall outside of the normal workday.

CERTIFICATION REQUIREMENTS: Non-certified

SALARY AND TERMS OF EMPLOYMENT:Pay will be commensurate with experience level and education. Annual step increases contingent upon satisfactory performance and Board approval. Twelve-month work year.

UNION AFFILIATION: The Hartford Federation of School Secretaries (HFSS) 125 Level Agreement.

APPLICATION PROCEDURE:  To be considered, all internal and external applicants must fully complete a Hartford Public Schools’ online application, which can be accessed through our Applicant Tracking System, Nimble, at https://app.hirenimble.com/jobs/hartford. Internal applicants should use a personal email address when applying. Please do not use your hartfordschools.org email.   Candidates’ application and supporting documents will be reviewed. Candidates who advance through the initial review will be notified and placed in the pool for consideration by hiring managers. Candidates will be contacted directly by hiring managers for interviews.