Executive Assistant - Communications

From the morning bus ride until the last activity of the night, more than 35,000 students grow and learn with Minneapolis Public Schools every day. We are MPS. We turn everyday achievement into student achievement. Minneapolis Public Schools embraces diversity in our students, in our staff and in the programs we offer to accelerate learning.

Under general supervision, performs executive support and administrative assistance for an MPS Executive, including special projects, customer service functions, and financial duties. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is Illustrative only, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function.

- Performs executive support and administrative assistance for an MPS Executive and the assigned work group; works independently, and makes appropriate decisions based on experience; performs work within scope of authority and training; duties may vary according to job assignment. - Oversees administrative workflow; applies specific knowledge of MPS policies and procedures in order to organize and coordinate work, and relieve the Executive of routine administrative detail. - Provides administrative assistance to work group; maintains calendars and schedules, and coordinates meetings and travel arrangements. - Exercises initiative in performing administrative duties and resolving problems; tracks assigned issues and effectively communicates operational information. - Composes correspondence, technical documents and other communications on a variety of subjects requiring knowledge of the operations of the work group; edits and processes memoranda, reports, technical documents and other communications. - Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; develops management reports. - Maintains personnel and administrative files; oversees budget and expenditures; processes invoices, purchase requests, contracts, expense reimbursements, special requests, leave requests and payroll; researches files and computer databases. - Provides information and assistance to MPS staff, visitors and others having business with the work group; resolves problems and customer service inquiries within scope of authority; explains rules, regulations, policies and procedures; screens and routes calls to appropriate individuals, takes and delivers messages. - Provides advice and assistance to MPS staff on compliance with laws, rules and regulations. - Completes and coordinates special projects, program assignments, and research functions. - May supervise and review the work of MPS staff. - Orders supplies and equipment; tracks maintenance and purchasing issues. - Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment - Enthusiastically promotes the Executive Director's goals and priorities in compliance with all policies and procedures. - Maintains absolute confidentiality of work-related issues, records and MPS information. - Accesses highly confidential documents relating to the bargaining process, and maintains strict confidentiality of document content and meeting discussions. - Other duties or tasks may be assigned on an as-needed basis - At times may be required to work outside normal business hours and work extended hours to accomplish requirements of the position.

**Education, Training and Experience Guidelines** * Associate’s Degree in Business or Public Administration, or related field * Three (3) years of public sector administrative support experience or an equivalent combination of education, training and experience as determined by Human Resources. **Knowledge of:** * Applicable state and Federal rules and regulations governing public education. * MPS administration policies, including accounting, budgeting, and personnel rules. * Professional standards for business correspondence, writing, spelling and grammar. * Business and personal computers, and spreadsheet software applications. * Customer service standards and protocols. * Principles of record keeping, records retention, records management, and file maintenance. **Skill in:** * Researching, compiling, summarizing, preparing and maintaining informational and statistical data. * Planning, prioritizing and completing assignments with minimum supervision. * Researching, collecting, analyzing, and preparing data; and generating reports. * Answering questions, advising staff, and resolving problems. * Responding professionally, effectively and efficiently to customer service requests. * Establishing and maintaining effective working relationships with co-workers and clients. * Operating a personal computer utilizing specialized software, and entering information into a computer system with speed and accuracy. * Communicating effectively verbally and in writing. **License and Certification Requirements** * A valid Minnesota State Driver’s License may be required. **Physical Demands and Working Environment** * Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. * A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.