Executive Support Specialist - 240 Days

 

Lexington School District Two
Position Description
 
Position Title:  Executive Support Specialist - 240 Days (Elementary)
Reports To:      Principal
Prepared By:    Stephanie Hucks, DHR                          Date:   January 10, 2025
Approved By:  Dr. Angela Cooper, CHRO                       Date:   January 10, 2025
 
SUMMARY/FUNCTION:
Performs administrative/secretarial support and performs diversified administrative and secretarial functions.
 
DUTIES AND RESPONSIBILITIES: Other duties may be assigned

• Prepare and send messages through Parentlink for announcements/reminders
• Organize School Improvement Council needs/agenda/elections
• Distribution of employee payroll checks
• Coordinate facility use for community events with Assistant Principal
• Distribution of W-2 forms to Faculty/Staff
• Coordinate Teacher of the Year nominations/voting (annually)
• Coordinate Hero/Heroine voting (annually)
• Back up bookkeeper when absent or unavailable
• Order coffee supplies for cafeteria (to prepare for faculty and staff)
• Retirement/Teachers not returning appreciation gifts
• Reorganize the mailboxes in mail room according to staff changes (Summer)
• Organize registration for upcoming school year (Summer)
• Registration information mailing           
• US Mail distribution including delivery to DEC (Summer)
• Interoffice mail distribution including delivery to DEC (Summer)
• Switchboard duty rotation
• Maintain drill documentation (fire, intruder, weather, earthquake, etc) and notify appropriate, district level contacts
• Assist Administration, faculty and staff with tasks/question (year-round)
• Maintain the Principal’s calendar daily to include:  Meetings (teachers, parents, students, etc.), Field Trips, Events
• Receive all calls for the Principal
• Contact for individuals that come into the school when the receptionist is uncertain who is needed
• Prepare and send Employment/Resignation forms to DEC
• Contact applicants and schedule job interviews with Principal
• Send all required paperwork for new hire to DEC
• Type letter/proof letters for Principal and Administration
• Type and send no trespassing letters via certified mail
• Maintain school calendar in Schedule Star with all school events, athletics, etc.
• Volunteer background checks
• Teacher Contracts/Support Staff Letter of Intent (annually)

 
ESSENTIAL DUTIES:

• Keys and maintains all aspects of student records and transcripts.
• Makes and receives telephone calls, takes messages, routes calls.
• Maintains school records and files for building, principal and related requirements.
• Serves as confidential secretary to the principal.
• Types, prepares, distributes, files records/reports, correspondence etc. related to registrar duties.
• Takes/transcribes notes for correspondence.
• Assists Assistant Principal for Instruction in all state mandated test administration.
• Files all mandatory reports with the State Department of Education.
• Corresponds with other schools as needed.
• Assists with inventory for State Department
• Performs schedule changes and prints new schedules for students
• Gathers and prints information for student interims and report cards
• Is responsible for Power school coding for students and staff and running needed SDE reports

JOB SPECIFICATIONS
Education and Experience:
High school graduate or equivalent. Secretarial or clerical experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
 
Knowledge:
Excellent written and verbal communication, organizational, and good working knowledge of Business English and grammar.  Knowledge of departmental policies, procedures, and operations.  Working knowledge of the principles of office management and of modern office procedures.  Knowledge of the records and forms to be prepared and maintained.
 
Skills/Effort:
Strong technology skills, i.e., websites, Microsoft Word, Excel, Powerpoint, Access, Publisher, Google Suites and digital photography. Excellent written and verbal communication, organizational, and telephone skills.   Ability to interpret and apply detailed oral and written instructions.
 
LANGUAGE SKILLS:  
Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively using Standard English before groups of employees of organization.
 
 MATHEMATICAL SKILLS:
Ability to work with mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.
 
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
 
OTHER SKILLS and ABILITIES:
Ability to pass a basic skills test and technology proficiency test.   Ability to establish and maintain effective working relationships with students, staff and the community.  Ability to perform duties with awareness of all district requirements and Board of Education policies.
 
 PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is regularly required to stand and walk. The employee is occasionally required to sit at a desk.  The employee frequently must squat, stoop or kneel, reach above the head and reach forward.
 
Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
 
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee regularly works indoors and will occasionally work outdoors.  The employee must be able to meet deadlines with time constraints.   The noise level in the work environment is usually low.
 
Working Conditions:
Conducts duties in an office environment with no significant exposure to environmental conditions.  Requires ability to work under a degree of stress related to duties that require constant attention, and meeting deadlines.  Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds.  No travel is required.  Job requires the operation of standard office equipment.
 
Responsibility:
No supervisory responsibility.
 
DISCLAIMER STATEMENT
 
This job description is not intended as a complete listing of job duties.  The incumbent is responsible for the performance of other related duties as assigned/required.
 
EVALUATION: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Clerical Personnel.