Florida Virtual School Jobs (1)

Job Description

Summary : Our Mission is to deliver a high quality, technology-based education that provides the skills and knowledge students need for success.

FLVS does not discriminate in admission or access to, or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, disability, genetic information or any other reason prohibited by law.

The Position :

Position General Summary :

The Executive Assistant assists staff members by providing routine and advanced professional level clerical and administrative support work in furtherance of the department’s mission and management operations.

Work differs from the Administrative Assistant level in that the Executive Assistant duties and responsibilities require a higher level and more in-depth skill set with a greater consequence of error and more responsibility and direct impact on the overall operations and management outcomes.

Essential Position Functions :

• Directly assist the Department Leader and relieves him / her of various administrative functions
• Maintain the office of the Department Leader with a professional and approachable atmosphere for all staff and customers
• Answer incoming calls to answer questions, resolve issues, take messages and / or forward calls to appropriate staff; handles communication with the public
• Develop and implement reports, spreadsheets; assist in preparation of presentations for Department Leader
• Independently compose reports and letters containing decisions for course of action by Department Leader
• Arrange, participate in, and implement, as directed by Department Leader, committee meetings and staff conferences
• Serve as principal contact and liaison with internal and external contacts
• Interpret and respond to email, maintains calendar, schedule, and address book
• Interpret policies and procedures as established by Department Leader
• Coordinate and organize meetings, interviews, evaluations, conference calls
• Manage and coordinate travel arrangements
• Provide additional support to executive team as directed
• Prepare and process expense reports
• Process purchase requisitions, invoices, and vendor orders
• Reconcile various accounts and statements
• Create final documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, presentations and spreadsheets
• Collaborate with other agencies and / or departments on upcoming projects
• Monitor work to ensure high quality
• Hold all work-related information in the strictest confidence; this includes, but is not limited to communications, either direct or indirect;

strategic information and employee specific personnel information. Any breach in confidentiality may be subject to disciplinary action, up to and including termination

• Meet professional obligations through efficient work habits such as : meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, and demonstrates respect for others
• All work responsibilities are subject to having performance goals and / or targets established

These essential functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related duties as required.)

Minimum Requirements :

Education / Licensure / Certification :

• Associate’s degree; or equivalent combination of education and relevant experience
• Bachelor’s degree preferred

Experience :

• Three years’ of high level administrative support experience
• Two years of high level office / administrative experience
• Experience working in a Florida public school district, preferred

Knowledge, abilities and skills :

• Knowledge of the department assigned, preferred
• Knowledge of database systems for data retrieval
• Excellent organizational skills such as scheduling, filing, making reservations, and preparing materials on a timely basis;

provides follow up and documentation

• Advanced proficiency in various technical applications most commonly used at FLVS, including but not limited to, Microsoft Office applications (Word, PowerPoint, Excel, Sharepoint), and the telephone system
• Possess strong attention to detail
• Strong interpersonal and customer service skills
• Ability to work with / for staff and customers to meet deadlines
• Professional written and verbal communication skills
• Utilizes a wide variety of reference, descriptive, and / or advisory resources
• Ability to handle multiple tasks simultaneously

CORE COMPETENCIES FOR SUCCESS :

COMMUNICATION SKILLS

• Clearly and effectively conveys and / or presents information verbally; summarizes what was heard to mitigate miscommunication;
• Shares ideas and perspectives and encourages others to do the same; Informs others involved in a project of new developments;
• Disseminates information to other employees, as appropriate; Effectively uses multiple channels to communicate important messages;
• Keeps supervisor well informed about progress and / or problems in a timely manner; Writes in a clear, concise, organized and convincing way for a variety of target audiences;

The written message is consistently error-free; The written message has the desired effect on the target audience

CUSTOMER FOCUS

• Prioritizes customers (internal and external) and their needs as primary and is dedicated to meeting their expectations; Develops and maintains customer relationships;
• builds credibility and trust; Quickly and effectively solves customer problems; Provides prompt, attentive service in a cheerful manner;
• adapts to changing information, conditions or challenges with a positive attitude; Incorporates customer feedback into delivery of service to provide the best experience possible for the customer;

Actively promotes FLVS in community by serving as a FLVS ambassador or volunteer

INTERPERSONAL SKILLS

• Relates well with others; Treats others with respect; Shares views in a tactful way; Demonstrates diplomacy by approaching others about sensitive issues in non-threatening ways;
• Considers and responds appropriately to the needs, feelings and capabilities of others; Fosters an environment conducive to open, transparent communication among all levels and positions;

Takes the initiative to get to know internal and external customers

FUNCTIONAL / TECHNICAL EXPERTISE

Has the skills, abilities, knowledge and experience to be successful in functional area of expertise; Dedicates time and energy to keeping abreast of the latest information related to area of expertise and technology;

Picks up on technology quickly; Does well in technical courses and seminars; Produces high quality work in organized and timely fashion

INDIVIDUAL CONTRIBUTOR COMPETENCIES FOR SUCCESS :

PEER RELATIONSHIPS

• Finds common ground and solves problems for the good of all; Can represent his / her own interests and yet be fair to other groups;
• Solves problems with peers with minimal noise ; Is seen as a team player and is cooperative; Easily gains trust and support peers;

Encourages collaboration; Is candid with peers

CREATIVITY

Comes up with a lot of new and unique ideas; Easily makes connections among previously unrelated notions; Tends to be seen as original and value-added in brainstorming sessions;

Takes calculated risks; Is not afraid to try new things and potentially fail fast

SELF KNOWLEDGE

Seeks feedback; Gains insight from mistakes; Is open to constructive criticism; isn’t defensive; Proactively seeks to understand his / her strengths and areas for growth;

applies information to best serve organization; Recognizes how his / her behavior impacts others and incorporates insight into future interactions

PLANNING

Accurately scopes out length and difficulty of tasks and projects; Sets objectives and goals; Breaks down work into the process steps;

Develops schedules and task / people assignments; Anticipates and adjusts for problems and roadblocks; Measures performance against goals; Evaluates results

ORGANIZING

• Uses his / her time effectively and efficiently; Concentrates his / her efforts on the more important priorities; Can attend to a broader range of activities as a result of organizing time efficiently;
• Can marshal resources (people, funding, material, support) to get things done; Can orchestrate multiple activities at once to accomplish a goal;

Arranges information and files in a useful manner

PROBLEM SOLVING

Uses rigorous logic and methods to solve difficult problems with effective solutions; Probes all fruitful sources for answers;

Can see hidden problems; Is excellent at honest analysis; Looks beyond the obvious and doesn’t stop at the first answers

DRIVE FOR RESULTS

• Can be counted on to exceed goals successfully; Very bottom-line oriented; Steadfastly pushes self and others for results;
• Is full of energy for the things he / she sees as challenging; Not fearful of acting with a minimum of planning; Consistently seizes opportunities;

Consistently exceeds goals

Physical Requirements and Environmental Conditions :

• Frequency of travel : Occasional travel is required for meetings, trainings and conferences; location may vary and may require overnight stays
• Light physical activities and efforts required working in an office environment

Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)