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Job Title:
Executive Assistant
Wage/Hour Status: Hourly, Non-Exempt
Reports to:
Associate Superintendent
Pay Grade:
308
Date Revised:
January 20, 2004
Dept/School: Special Education, Special Services
Primary Purpose
Secretary to the Associate Superintendent Special Populations and responsibility as office manager to
ensure a professional and efficient clerical staff operation.
Qualifications
Education/Certification
High School Diploma or GED certificate, courses in stenography and typing preferred
Special Knowledge/Skills
 Must be able to record and transcribe minutes of meetings
 Good language skills
 Ability to establish and maintain effective working relationships with school employees at all
organization levels and with the general public
 Proficiency in all secretarial skills
 Maintains confidentiality of office actions
Experience
Minimum of five years secretarial experience
At least three years experience in a secretarial position in the El Paso Independent School District
preferred
Major Responsibilities and Duties
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Provides accurate and efficient secretarial services by typing departmental documentation and
correspondence, filing records, and supervising the supply inventory.
Promotes positive community relations through effective communications and maintains a good rapport
with school employees at all organization levels.
Supervises and trains office clerical staff.
Greets visitors and responds to routing inquiries from staff and public.
Submits agenda items for DEIC, SLC, BOT, as per timelines and all related documentation.
Utilizes the IBM PS/38, IBM DisplayWrite, and Macintosh SE personal computer systems in the
performance of secretarial duties.
Schedules appointments and maintains the office calendar.
Reviews mail and make the necessary distributions.
Composes and types office correspondence and memos.
Communicates policies and procedure decisions to school staff and other persons as necessary through
memos, letters, bulletins, and telephone conversations.
Schedules and takes minutes of meetings, for Special Populations. Takes care of all arrangements for
meetings.
Maintains the office budget and inventory of supplies and equipment and initiates requisitions as needs
indicate to maintain the efficient and economical operation of the office.
Processes and distributes student trip requests and all related documentation after approval by the
Associate Superintendent of Special Populations.
Maintains a filing system for the offices and ensures confidentiality.
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15. Processes and distributes forms and requisitions after approval by the Associate Superintendent of
Special Populations (i.e., donation approvals, employee trip requests, monthly mileage reports, etc.).
16. Prepares and distributes a Calendar of Activities for Special Populations.
17. Assists in the preparation of annual and requested reports in a timely manner (CIPs, Evaluations,
School Budgets, Bulletins, etc.).
18. Maintains and submits a weekly payroll Sign-In Roster.
19. Any and all other duties assigned by the immediate supervisor.
Supervisory Responsibilities
Division clerical staff
Equipment Used
LAN Computers (Macintosh), Laptop, Hewlett Packard Color LaserJet Printer, Apple Printers, Fax
Machine, Copier, Adding Machine, Calculator, Typewriter, and Laminators
Physical and Mental Job Requirements
Mental Demands/Physical Demands/Environmental Factors
Works with frequent interruptions; maintains emotional control under stress; occasional prolonged and
irregular hours; repetitive hand motions, prolonged use of computer.
Terms of Employment
221 days; hourly rate to be established by the Board of Trustees
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not
an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Approved by
Reviewed by
Associate Superintendent,
Special Populations
Date
January 24, 2004
Date
The El Paso Independent School District does not discriminate in its educational programs or employment practices on
the basis of race, color, age, sex, religion, national origin, marital status, citizenship, military status, disability, genetic
information, gender stereotyping and perceived sexuality, or on any other basis prohibited by law. Inquiries
concerning the application of Titles VI, VII, IX, and Section 504 may be referred to the District compliance officer,
Patricia Cortez, at 230-2033; Section 504 inquiries regarding students may be referred to Cecilia Whiteman at 2302836.
El Distrito Escolar Independiente de El Paso no discrimina en los programas de educación o en prácticas de empleo
usando el criterio de raza, color, edad, sexo, religión, origen nacional, estado civil, ciudadanía, estado militar,
discapacidad, información genética, estereotipo sexual o sexualidad percibida, u otra práctica prohibida por la ley.
Preguntas acerca de la aplicación del título VI, VII o IX, y la Sección 504 pueden ser referidas al oficial del distrito,
Patricia Cortez al 230-2033; preguntas sobre 504 tocante a estudiantes pueden ser referidas a Cecilia Whiteman al 2302836.