Job Description:

Location:
  District Service Center

Hours:
8:00 am - 5:00 pm, Full-time.

The job of Executive Administrative Assistant to the Superintendent is done for the purpose of providing administrative and secretarial support to assigned administrative personnel; coordinating activities of assigned administrative personnel; ensuring compliance of activities under the area of responsibility with financial, legal, and administrative requirements; acting as a liaison between Administrators and other parties and providing information, recommendations and/or direction as may be requested by assigned administrators. This job reports to the Superintendent.

General Requirements
Experience: Clerical office experience is required.
Education: A minimum high-school degree is required.  An Associate Degree or Bachelor’s Degree in a related field is desired.
Clearances: Employment is contingent upon a Criminal Justice Fingerprint/Background Clearance, paid for by the applicant.

Essential Functions
Assists in the coordination of a variety of district and program-specific activities (e.g. task assignments, meetings, etc.) for the purpose of ensuring the availability of facilities and/or equipment and delivering services in conformance with established guidelines.
Attends meetings as assigned (e.g. School Board meetings, District Cabinet meetings, etc.) for the purpose of recording, conveying and/or gathering information required to perform functions.
Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
Compiles staff development agendas from each school into one monthly agenda and notifies staff for the purpose of communicating schedules to District employees.
Composes documents in a variety of formats (e.g. district school board meeting agendas and minutes, district calendars, board policy, etc.) for the purpose of documenting events, providing and/or requesting information.
Evaluates situations (e.g. involving other staff, students, parents, the public, police, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Maintains inventories of supplies and materials (e.g. envelopes and forms for all schools ordered as a unit) for the purpose of ensuring items’ availability.
Maintains documents, files and records (e.g. student transfer requests, employee short-term leave requests, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
Monitors assigned district activities and/or program components (district grants, paraprofessional testing, etc) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
Prepares written materials for the purpose of documenting activities, providing written reference and/or conveying information.
Processes documents and materials (e.g. kindergarten registration, enrolling new students during summer when schools are closed, etc.) for the purpose of disseminating information to appropriate schools.
Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and making recommendations in a variety of administrative areas.
Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or direction.
Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications
Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions.  Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; performing standard bookkeeping/accounting procedures; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; office methods, procedures and etiquette; standardized accounting/bookkeeping principles; and pertinent codes, policies, regulations and/or laws.

ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem-solving is required to identify issues and create action plans.  Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific Ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working as part of a team.

Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others;  Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Working Environment
The usual and customary methods of performing the job functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 50% sitting, 25% walking, and 25% standing. The job is performed in a general hazard-free environment.

Salary Range: $18.80 per hour, subject to increase based on experience.  This position includes employee benefits.