TITLE:  Executive Administrative Assistant

CLASSIFICATION:  Classified – Hourly

REPORTS TO:  Superintendent

SUMMARY:  To assist the Superintendent and Governing Board by performing complex secretarial duties requiring use of independent judgment and have knowledge of district policies, procedures, programs and organizational structure under light supervision or direction. To demonstrate school and public relations by prompt and courteous handling of all inquiries and visitors; to help increase the efficiency in the performance of tasks and errands; to perform all duties efficiently to ensure the business runs smoothly.

PERFORMANCE RESPONSIBILITIES:

1. Maintain confidential District and Governing Board files with appropriate follow-up.
2. Talk and/or meet with the general public who desire to express concerns or inquire about District issues and provide direct feedback to appropriate source and/or refer and make an appointment with the Administrator or Superintendent.
3. Prepare and coordinate the preparation of the Governing Board agenda items and related back-up materials, public notices and documents including correspondence, reports, proposals, documents and exhibits.
4. Compile Board meeting books and records of meetings.
5. Take and transcribe official minutes for each Board Meeting according to state statutes.
6. Serve as a liaison between the Superintendent and/or Governing Board and District Administrative staff and seek input from and provide information to staff and organizational units and arrange for follow-up meetings.
7. Attend, take and transcribe official minutes of School Board meetings.
8. Make arrangements for Governing Board and Superintendent travel including conference registration; preparation of requisitions and purchase orders regarding same.
9. Receives visitors, answers and screen calls for Superintendent and appropriately provide information requiring a broad knowledge of district affairs.
10. Keep Governing Board Policy Book current for Board Members, administrators and other designated personnel.
11. Maintains Superintendents Calendar and Associate Superintendents Calendar.
12. Submit purchase orders for Superintendent and Associate Superintendent.
13. Maintains accurate records of Superintendents budget.
14. Perform any and all job related duties assigned by district administration

EDUCATION:

• High school diploma or equivalent required, Associates Degree preferred.

LICENSES OR CERTIFICATIONS:        

• A valid Fingerprint Clearance Card

EXPERIENCE:

• Three-years of related office experience with demonstrated ability for office practices, procedures and duties relevant to the Executive Administrative Assistant.

SKILLS/KNOWLEDGE/ABILITIES:

• Ability to type 50 words per minute and to demonstrate high degree of proficiency and accuracy with 10-key calculator.
• Strong communication and interpersonal skills for meeting with the general public and co­workers, District personnel, and Administrators and have an ability to perform complex secretarial duties.
• Ability to use Microsoft Word and applications.
• Ability to use standard office equipment including copy machine, printers and fax.
• Ability to use independent judgment in setting priorities and making decisions in absence of specific direction.
• Ability to use discretion in handling confidential information.
• High level of English proficiency for completing tasks, frequent telephone communication and preparation of written correspondence including skills in spelling, punctuation and grammar.
• Bilingual, English and Spanish skills are helpful but not necessary.

WORKING CONDITIONS:

• The working environment is the normal office setting.

TERMS OF EMPLOYMENT:

• Twelve-month year, At-Will, hourly; benefits in accordance with Board policies.

EVALUATION:

• Performance to be evaluated in accordance with Board policy on evaluation of classified staff.