Midland ISD
Executive Assistant, Chief Communication Officer
Midland ISD, Midland, Texas, United States, 79709
POSITION:
Executive Administrative Assistant to Chief Communications OfficerEXEMPT STATUS:
Non-ExemptNUMBER OF DAYS:
According to district approved calendarDEPARTMENT:
CommunicationsREPORTS TO:
Chief Communication OfficerSUPERVISES:
NoneEDUCATION:
High School Diploma/GEDEXPERIENCE:
Minimum of 3 years’ related work experiencePOSITION FUNCTION/PURPOSEWork under minimum supervision to provide advanced clerical services to the Chief Communication Officer. Work with the General Counsel to process Public Information Requests received by the district. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.ESSENTIAL FUNCTIONS
Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.Schedule appointments and maintain the administrator’s calendar.Oversee the setup and breakdown of meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.Make travel arrangements including making hotel reservations and turning in conference registration forms.Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or concerns to (cabinet-level administrator) or other administrators.Compile pertinent data used to prepare various required state and local reports.Prepare purchase orders and payment authorizations as directed.Compile, maintain, and file all reports, records, and other documents as required.Comply with policies established by federal and state laws and regulations, and local board policy.Maintain confidentiality.Follow district safety protocols and emergency procedures.Perform other duties as assigned.PUBLIC INFORMATION ACT (PIA) RESPONSIBILITIES:
Receive Public Information Requests (PIR)Assign tasks to relevant departments.Ensure adherence to PIA deadlines.Review all incoming and outgoing correspondence regarding PIRs.Communicate with requestors.Handle records in accordance with the PIA.Consult with General Counsel and the Office of the Texas Attorney General as needed.Conduct basic legal research.Assist with PIA training for district employees.Perform other duties as assigned.CAPABILITIES:
Must be able to learn and use specialized software applications.Must be able to utilize a PC and standard office equipment.Must be able to analyze complex scenarios, discern patterns, and ask clarifying questions.Must possess a strong sense of urgency around deadlines.Must be able to distinguish between a Public Information Act request and other forms of legal communication or requests for information.Must possess strong customer service skills with excellent written and oral communication skills.QUALIFICATION REQUIREMENTS:
High School Diploma/GEDMinimum of 3 years’ related work experienceAbility to work cooperatively with co-workers.Excellent interpersonal skills.Proficient in the use MS Office 2010 applications including Word, Excel, and PowerPoint, and web-based/internet software.Excellent verbal and written skills.Detail oriented.Excellent telephone and organizational skills.PHYSICAL DEMANDSThe 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 will be made if necessary while performing the duties of this job.Eye strainStandingReaching above shouldersKneelingBendingModerate lifting, 15-44 lbs.Moderate carrying, 15-44 lbs.Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance required.EQUIPMENT USED1. Typewriter2. Computer3. Copy Machine4. 10-Key Calculator5. Fax Machine6. Document imaging machine/scannerWORK ENVIRONMENTThe environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office environment.The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.Revision Date11/01/2023All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.Midland Independent School District provides equal employment opportunities to all employees and applicants foremployment and prohibits discrimination and harassment of any type without regard to race,color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status,sexual orientation, gender identity or expression, or any other characteristic protected byfederal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring,placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation andtraining.
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Executive Administrative Assistant to Chief Communications OfficerEXEMPT STATUS:
Non-ExemptNUMBER OF DAYS:
According to district approved calendarDEPARTMENT:
CommunicationsREPORTS TO:
Chief Communication OfficerSUPERVISES:
NoneEDUCATION:
High School Diploma/GEDEXPERIENCE:
Minimum of 3 years’ related work experiencePOSITION FUNCTION/PURPOSEWork under minimum supervision to provide advanced clerical services to the Chief Communication Officer. Work with the General Counsel to process Public Information Requests received by the district. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.ESSENTIAL FUNCTIONS
Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.Schedule appointments and maintain the administrator’s calendar.Oversee the setup and breakdown of meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.Make travel arrangements including making hotel reservations and turning in conference registration forms.Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or concerns to (cabinet-level administrator) or other administrators.Compile pertinent data used to prepare various required state and local reports.Prepare purchase orders and payment authorizations as directed.Compile, maintain, and file all reports, records, and other documents as required.Comply with policies established by federal and state laws and regulations, and local board policy.Maintain confidentiality.Follow district safety protocols and emergency procedures.Perform other duties as assigned.PUBLIC INFORMATION ACT (PIA) RESPONSIBILITIES:
Receive Public Information Requests (PIR)Assign tasks to relevant departments.Ensure adherence to PIA deadlines.Review all incoming and outgoing correspondence regarding PIRs.Communicate with requestors.Handle records in accordance with the PIA.Consult with General Counsel and the Office of the Texas Attorney General as needed.Conduct basic legal research.Assist with PIA training for district employees.Perform other duties as assigned.CAPABILITIES:
Must be able to learn and use specialized software applications.Must be able to utilize a PC and standard office equipment.Must be able to analyze complex scenarios, discern patterns, and ask clarifying questions.Must possess a strong sense of urgency around deadlines.Must be able to distinguish between a Public Information Act request and other forms of legal communication or requests for information.Must possess strong customer service skills with excellent written and oral communication skills.QUALIFICATION REQUIREMENTS:
High School Diploma/GEDMinimum of 3 years’ related work experienceAbility to work cooperatively with co-workers.Excellent interpersonal skills.Proficient in the use MS Office 2010 applications including Word, Excel, and PowerPoint, and web-based/internet software.Excellent verbal and written skills.Detail oriented.Excellent telephone and organizational skills.PHYSICAL DEMANDSThe 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 will be made if necessary while performing the duties of this job.Eye strainStandingReaching above shouldersKneelingBendingModerate lifting, 15-44 lbs.Moderate carrying, 15-44 lbs.Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance required.EQUIPMENT USED1. Typewriter2. Computer3. Copy Machine4. 10-Key Calculator5. Fax Machine6. Document imaging machine/scannerWORK ENVIRONMENTThe environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office environment.The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.Revision Date11/01/2023All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.Midland Independent School District provides equal employment opportunities to all employees and applicants foremployment and prohibits discrimination and harassment of any type without regard to race,color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status,sexual orientation, gender identity or expression, or any other characteristic protected byfederal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring,placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation andtraining.
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