Jobs for People with MS: National MS Society

POSITION TITLE: ADMINISTRATIVE ASSISTANT/EXECUTIVE SECRETARY PAY RANGE: DOE - Grade C/D LOCATION: District Office HOURS/WEEK: 37.5 hours/week OPENING DATE: September 19, 2024 CLOSING DATE: Until filled

DEFINITION Serves as a district office administrative assistant/executive secretary. Employee must performspecialized work as required or assigned specific to the administrators department; may workwithin various departments, performing a variety of interrelated duties. Employee workday is 7.5hours per day, from 8 am to 4:30 pm.

TYPICAL TASKS 1. Serves as a receptionist for the district office (answering, screening, and directing phonecalls, daily collecting and delivering mail to staff, ensuring intra-district mail gets sent ina timely manner). 2. Exhibits polite and professional communication via in-person, phone, e-mail, and mail. 3. Plan and communicate School Board travel. 4. Attends and prepares Board Meeting minutes, record the meetings. 5. Prepare School Board packets and ensure Board members receive packets. 6. Prepare the Boardroom for School Board meetings or other meetings as needed. 7. Plans and carries to completion clerical and secretarial activities (filing, typing, copying,binding, scanning, etc.). 8. Assist Registrar with duties as necessary, including but not limited to, student records andPowerSchool. 9. Oversight and maintenance of physical payroll files for the District, including filingpayroll records monthly. 10. Update Approved Student Air Carrier and Pilot List monthly (or as needed). 11. File Special Education records under the direction of Special Education Department. 12. Delivers and picks up the District mail, including packages, on a daily basis. a. Sorts and removes junk mail. b. Collect mail, deliver to district mail boxes, notify personnel when boxes are here 13. Scan and send bills to Accounts Payable daily. 14. Has working knowledge of the postal meter, updates postal rates as needed, and trainsnew staff on the functions of the meter. 15. Mail all intra-district mail from district mail boxes to sites every Monday. 16. Coordinates meetings/conferences, scheduling time and place and notifying attendees 17. Copy and mail district office correspondence (letters, newsletters, flyers) directly toparents. 18. Exhibits polite and professional communication via in-person, phone, e-mail, and mail. 19. Plans and carries to completion clerical and secretarial activities (filing, typing, copying,binding, scanning, etc.). 20. Plans and carries out assigned work and resolves conflicts. 21. Follows up on work in progress to ensure timely response or action. 22. Maintains confidentiality. 23. Promotes positive public relations for the district. 24. Communication - initiate and follow-up on communication with staff. 25. Maintains supplies inventory by checking stock to determine inventory level, anticipatingneeded supplies and placing and expediting orders for supplies. 26. May travel to sites and other locations when necessary. 27. Provide transportation to and from airport when needed. 28. Performs other duties as assigned.

QUALIFICATIONS 1. High school diploma or equivalent. 2. Administrative Assistant or similar experience preferred 3. Proficient with online resources and ability to use office equipment such as a computer,calculator, copier and fax machine. 4. Ability to organize and prioritize workload; ability to meet deadlines; workindependently. 5. Strong verbal, written and interpersonal skills 6. Must be able to lift up to 50 lbs 7. Valid Alaska drivers license.