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Executive Aide

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Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 133830
Pay Grade 6
Department Public Safety - 50500
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary
Knowledge, Skills and Abilities
Required Qualifications

High School diploma or GED plus three (3) years secretarial office experience, or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received

Performs under general supervision. Determines own methods for performing assigned work.

Version Date January 2005

Job Duties

These are the job duties required of the position.

Description of Job Duty

Serves as secretary to Director and Associate Director.

Drafts correspondence, memorandums, completes forms for director and others.

Monitor Director’s calendar for scheduled meetings and appointments.

Schedule and arrange for location of departmental meetings.

Process mail daily by opening, reading and forwarding to the appropriate person and responding when appropriate.

Maintain daily record of hours worked for all full-time, part-time, and temporary departmental employees.

Submit electronically to the payroll office the number of hours worked for Public Safety personnel.

Maintain departmental personnel records.

Submit paperwork, as required by the Peace Officer Standards and Training Commission, for all Public Safety Officers.

Prepare purchase requisitions and verifies invoices for payment.

Maintain record of all ProCard purchases, log items received, and reconcile monthly billing statement.

Monitor monthly budget reports to verify all charges to specific department line items.

Monitor budget reports for four grant accounts and submit invoices for reimbursement.

Make travel arrangements and process travel claims for the Director, Associate Director, and others in the department.

Complete appropriate paperwork for advertising departmental job vacancies, including record of applicants form, compile applicant data, set appointments for interviews, and submit requests to hire.

Assist departmental investigator with research, record keeping; etc.

Act as Director’s liaison at campus meetings when requested.

Answer incoming telephone, route calls to proper person, answer questions, and take messages.

Make copies and fax information as necessary.

Job Duty Type Essential
Description of Job Duty

Develop and maintain office filing system.

Investigate parking citation complaints, as requested, through Parking Office, and report findings to Director.

Submit notice of campus security violations daily to appropriate building coordinator.

Compile a monthly log of overtime worked by category for each employee.

Compile a daily, monthly, and yearly log of departmental vehicle mileage.

Oversee uniform inventory and maintain list of property issued to each officer.

Monitor and maintain appropriate level of office supplies and reorder as necessary.

Monitor long distance telephone calls.

Assist grant officer/liaison with correspondence and routine mailings.

Perform other duties as assigned.

Job Duty Type Secondary