Non Instructional/Support Services - Position - Other Job Number 460####### Start Date Open Date 09/20/2024 Closing Date 10/02/2024 General Definition of Work The Administrative Assistant to a Non-Executive Cabinet Member under general supervision, performs complex executive-level administrative support to a non-executive cabinet level position, while managing the day-to-day office administration of the department. Carries out and delegates details as appropriate for assigned responsibilities. Qualifications To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Salary/Status Pay Grade 6/Full-time, 12 months Reports To Non-Executive Cabinet Member Place of Work The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time. Essential Functions
- Adhere to all state, federal, and local laws, policies, and procedures.
- Serve as an assistant to a Non-Executive Cabinet level position, maintaining confidentiality.
- Maintain the cabinet member's appointment calendar; schedule meetings and conferences between internal and external stakeholders.
- Prepare agendas, reports, correspondence, and memorandums.
- Respond to direct inquiries and routes calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism.
- Support stakeholders in person, via phone, and email.
- Respond and resolve internal and external inquiries and complaints; exercise judgment in policy explanations while providing excellent customer service. Refer inquiries and complaints to appropriate staff when necessary.
- Participate in coordinating and administering division budgets; assist in monitoring expenditures.
- Initiate procurement of supplies, materials and services, negotiate/solicit quotes, review and draft vendor contracts and process payments to vendors. Monitor expenditures, issue purchase orders, and process fund transfers.
- Serve as p-card administrator of Division.
- Maintain supply, technology and furniture inventory.
- Make necessary arrangements for staff attendance at conferences, workshops and meetings; Secure workshop registration, airline transportation, hotel accommodations and process travel expenses upon return.
- Process payroll, report and maintain employee leave/absences, process quarterly mileage and expense reimbursements, coordinate catering.
- Maintain and update important records and forms including electronic records, and an efficient and effective filing system.
- Perform related work as assigned or required.
Knowledge, Skills, Abilities
- Personal behavior reflects an appropriate response to situations; demonstrates high personal integrity; complies with legal and ethical requirements of CMS; values different points of view; reflects appropriate professional and personal demeanor.
- Engages in two-way communication; communication reflects careful analysis and ability to listen.
- Exercises professional judgment in situations requiring problem-solving or decision making.
- Excellent oral and written communications skills.
- Comprehensive skills in Microsoft suite and Google products
- Expertise in preparing spreadsheets, PowerPoint presentations, memo writing and correspondence.
- Knowledge of practices and procedures of generally accepted accounting principles.
- Highly skilled in business letter writing and basic report preparation.
- Knowledge of financial principles and practices.
- Skilled in techniques for organizing and collecting data.
- Highly skilled in office administration practices and procedures.
- Proficient in use of spreadsheets, power point, mail merges and relational databases.
Education and Experience
- Associate degree
- Five years of experience in office administration and management of senior level executive scheduling.
OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position.
Special Requirements
- Possess and maintain a Valid Driver's License or ability to provide own transportation
- Travel to school district buildings and professional meetings
- May be required to attend offsite and/or community events that may occur outside of normal business hours. Must provide own transportation for travel throughout the district.
# of Jobs 1.00 Salary: From 20.46 Salary: To 32.74 Teacher Scale N Minimum Educational Requirements Associate Degree Term 12 Month Additional Job Information Physical Requirements/Working Conditions
- Work requires the occasional exertion of up to twenty pounds of force
- Work regularly requires exchange of accurate and detailed information through oral and written communication
- Constantly operates a computer and other office business equipment
- Ability to remain in stationary position for required meetings/work
- Ability to move to other work locations
- Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
- Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
- Work requires preparing and analyzing written or computer data, operating standard office equipment, use of advanced technology
- Work occasionally requires exposure to outdoor weather conditions
- Work is generally in a moderately noisy location (e.g., business office, light traffic)
- Requires the ability to deal with people beyond giving and receiving instructions
- Must be adaptable to performing under mild to high levels of stress
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