EXECUTIVE ASSISTANT TO THE DIRECTOR

Position Summary

The Executive Assistant to the Director maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary. This position is also responsible for general supervision of the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies. This position works under general supervision of the Division of Services for the Blind (DSB) Director. The position is responsible for maintaining resources for agency Board members, staff, and consumers. This position is also responsible for helping strategize and implementing agency objectives, policies, and procedures. This position is subject to state and federal law and departmental and divisional policy and procedure.

Job Responsibilities and Expected Results

1. Develops and implements office procedures necessary to meet department objectives.
2. Supervises the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies.
3. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.
4. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives.
5. Coordinates office activities with directors and other professional staff, monitors office activities and workflow, and makes periodic reports to supervisors.
6. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.
7. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting.
8. Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.
9. Coordinate grant administration activities: review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.
10. Maintain a working knowledge of the Division of Services for the Blind strategic plan.
11. Collect data, create, update, and track division office activities relative to progress on goals and objectives.
12. Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.
13. Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.
14. Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.
15. Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.
16. Serve as backup for Braille and large print requests
17. Perform other duties as assigned.