Executive Secretary - Chief of Staff

Mesa Public Schools

  • Mesa, AZ
  • Permanent
  • Full-time
  • 7 days ago
Job Description:
  • Forbes named Mesa Public Schools in their list of 2024 Best Employers in Arizona.
  • East Valley Tribune names Mesa Public Schools as Best Place to Work in East Valley for multiple years.
Employment Type:Full-timeHourly Rate:$22.00Class/Calendar:B23, 12 monthsBenefits:Vacation, sick leave, holidays, retirement matched through the Arizona State Retirement System, health, and life insurancePerformance Pay:Available annuallyNew Hire Experience:1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement, up to a ten-year maximumNew Hire Education:1% of the base hourly rate awarded for an AA or higher degree if not required for the positionJob Summary:To provide a wide variety of complex and confidential administrative and secretarial support functions to the Chief of Staff including Board Meeting support as needed.Key Responsibilities:This section outlines the primary duties and key responsibilities required for this role, detailing the essential tasks and functions necessary to perform the job successfully, with or without reasonable accommodations.
  • Attend Board meetings to assist the public and back-up the Executive Assistant to the Superintendent
  • Provide a wide variety of complex and confidential administrative and secretarial support functions for the Chief of Staff’s office
  • Perform general secretarial duties
  • Compose documents and materials (i.e. correspondence, agendas, minutes, memos, presentations, reports, etc) to communicate information to public, district personnel, state and federal officials, etc
  • Evaluate situations (i.e. involving students, parents, district personnel, public, etc) to take appropriate action and/or to direct to appropriate personnel for resolution
  • Establish and maintain highly confidential files and records
  • Process documents and materials (i.e. PARFs, travel requests, schedules, mail, agendas, etc) to disseminate information to appropriate parties
  • Monitor and maintain budgets to include memberships, subscriptions, travel, office supplies, ensure compliance with district, state and federal policies and procedures,
  • Respond to inquiries from students, parents, district personnel and/or public to provide information and/or direction under established guidelines
  • Maintain accurate records (i.e. personnel, attendance, payroll, PARFs, absence reports, etc) for assigned area
  • Attend meetings as assigned for the purpose of conveying and/or gathering information required to perform functions
  • Work closely with the Executive Assistant to the Superintendent to coordinate projects, calendars, tasks and events of the Superintendent and the Associate Superintendent
  • Assist other personnel for the purpose of supporting them to execute tasks related to the overall working of the district.
Required Qualifications:To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.Education:
  • High School Diploma
Experience:
  • Excellent secretarial experience
Preferred Qualifications:It is preferred that the applicant possess the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.Experience:
  • Knowledge of and experience with school district policies and procedures with school and/or district experience preferred
Skills & Competencies:This section outlines the critical skills and competencies required to excel in this role, enabling effective performance, adaptability, and consistent achievement of job responsibilities.
  • Models the attributes and skills of the MPS Portrait of a
  • Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and
  • High proficiency in typing, word processing and spreadsheet production with excellent accuracy; superior test battery
  • Advanced computer proficiency including software applications such as Microsoft Office, Google Workspace, and specialized school administration software.
  • Strong ability to organize and prioritize multiple tasks and to meet deadlines while working with frequent interruptions; accuracy and attention to detail a must
  • Ability to initiate and to direct own work
  • Excellent human relations skills; ability to establish and to maintain effective relationships with public, parents, administrators, teachers, other district personnel, and coworkers
  • Excellent verbal and written communication skills
  • Ability to assume responsibility, to anticipate needs, to use independent judgment to problem solve and to make decisions
  • High ability to maintain strict confidentiality
Work Environment & Physical Requirements:This section outlines the work environment and physical conditions associated with this role. It includes information on whether the job involves working in an office, classroom, or other settings, and if there are physical activities like standing, walking, or lifting.
  • Primarily works in an administrative office within the school district's central office or occasionally within a school building.
  • Interacts with superintendents, school board members, principals, teachers, and sometimes the public or parents.
  • Must handle multiple tasks at once, such as managing calendars, preparing reports, scheduling meetings, and taking minutes during board meetings
  • Works with sensitive information related to students, staff, and district operations
  • Heavy use of computers, phones, printers, and other office Proficient with software like Microsoft Office, Google Workspace, and sometimes specialized school administration software (e.g., PowerSchool, Skyward).
  • May need to lift or move items such as office supplies, file boxes, or presentation materials (generally less than 25 lbs)
Equal Opportunity Employer Statement:Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.

Mesa Public Schools