BASIC FUNCTION:

Under general direction, to serve as executive assistant to the Chief Academic Officer and the Division of Teaching and Learning, to perform highly responsible and confidential secretarial and administrative support relieving him/her of administrative and clerical details. To perform highly complex and responsible clerical work; may supervise one or more clerical employees as well as student aides.

DISTINGUISHING CHARACTERISTICS:

The Executive Assistant serves as assistant to the Chief Academic Officer and to the Directors of the Division of Teaching and Learning and serves as back up support to the Office of the Superintendent. Duties and responsibilities require independent decision-making covering a broad range of district activities.

ESSENTIAL FUNCTIONS:

The position of the Executive Assistant is considered confidential when incumbents, in the course of duties, have access to or possess information relating to employer-employee relations or negotiations. The degree of initiative, decision-making, direction received and the breadth of responsibility increases with the level of administrator. (Any one position may not include all of the duties listed nor do all of the listed examples include all tasks which may be found in positions of this class).

• Performs a wide variety of responsible secretarial work and administrative detail according to established procedures and time lines
• Explains division programs, policies and procedures to administrative personnel, other employees, and the community
• Exercises discretion and judgment in resolving problems for employees, parents, students and the public
• Makes decisions based on established policies and procedures
• Takes and transcribes dictation
• Types correspondence, requisitions, reports, forms and material of a confidential nature
• Composes correspondence independently or with only general direction and review
• Prepares and/or compiles and summarizes annual budget information from departments
• Updates budget information and makes adjustments as needed
• Develops and maintains a variety of spreadsheets utilizing calculations therein to monitor various programs
• Maintains, controls and performs specialized tasks relating to administrator’s area of responsibility
• Acts as liaison between office assigned and schools or departments
• Schedules meetings, conferences, travel arrangements and appointments
• Compiles data and reports from a variety of sources
• May instruct and assign tasks to subordinate clerical employees
• May prepare agendas and take minutes at meetings
• Serves as back up to the Senior Executive Assistant and the Office of the Superintendent
• May attend Board Meetings and takes minutes during the absence of the Senior Executive Assistant
• Processes details not requiring attention of the administrator
• Maintains complex files and records
• Keeps control files on matters in progress and expedites completion
• Operates a variety of office machines
• Plans and organize district-wide training events, meetings (such as Leadership Team); Maintains the District Master Calendar
• Proficiently operate standard office equipment
• Independently composes correspondence
• Prepares reports and contracts for the approval of the Board of Education
• Performs in situations requiring specialized knowledge, using tact and good judgment
• Understands and applies complex policies and rules
• Plans and supervises the work of others
• Understands and carries out difficult oral and written instructions;
• Establishes and maintains effective and harmonious working relationships with other employees, officials of the district, other agencies, and the public
• Uses good judgment in recognizing scope of authority
• Understands student records
• Provides leadership in establishing and maintaining high sense of purpose for confidential and clerical staff and
• Types at a speed of 65 words per minute from clear copy.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

• Knowledge of correct English usage, spelling, punctuation, grammar and composition
• Knowledge of office practices and procedures
• Knowledge of basic mathematical skills to make math calculations with speed and accuracy
• Ability to learn Student Information system to assist in review of various student records, including transcripts
• Ability to analyze clerical, research and other problems and recommend appropriate action
• Ability to communicate verbally with administrators, staff, students and the community in situations requiring tact, diplomacy, and discretion
• Ability to compose correspondence and minutes independently
• Ability to learn district organization, key personnel, policies and procedures, Education Code, and a variety of complex policies and procedures
• Ability to maintain composure under pressure
• Ability to maintain confidentiality
• Ability to operate a computer system including familiarity with Microsoft XP, including Microsoft Word, Microsoft Excel and Microsoft PowerPoint
• Ability to read and interpret division policies and procedures, directives, reports and Education Code
• Ability to speak in front of groups
• Ability to make minor decisions based on established procedures
• Establish and maintain effective working relationships with administrators, district employees, and the community
• Establish priorities, plan and schedule work
• Perform research, compiling information from a variety of sources
• Set up and maintain filing systems
• Train and provide work direction to others
• Ability to take and transcribe dictation at an acceptable rate of speed
• Type at a speed of 65 WPM

PHYSICAL CHARACTERISTICS:

• Maintain consistent, punctual and regular attendance
• Move hands and fingers to operate a computer keyboard, operate a telephone, typewriter and other business machines with or without the use of aids
• Hear and speak to exchange information in person or on the telephone
• Sit for extended periods of time
• See to read a variety of materials
• Bend at the waist, kneel or crouch to file materials.

DESIRABLE QUALIFICATIONS:

• Knowledge of clerical operations within a school district
• Modern office methods, practices and procedures including principles and operation of a computer system
• Correct English usage, spelling, grammar, punctuation, and composition, including letter and report writing and proofreading.
• Knowledge of the Brown Act requirements for school districts
• Laws and regulations of the Education Code and District pertaining to assigned area
• And principles of supervision and training. Advanced education desirable
• Courses in business, public administration, or supervision desirable
• Secretarial experience to a top administrator or as an administrative assistant in a large organization.

Education and Experience:

• Five years of increasingly responsible secretarial experience which includes the exercise of independent judgment, preferably including experience in a school district or any combination of training and/or experience which could likely provide the desired knowledge and abilities.
• Completion of the twelfth grade supplemented with advanced courses in typing, English usage or graduation from a business of Junior College, the ability to take dictation at an acceptable rate of speed and the ability to use personal computers including word processing, Excel and PowerPoint applications.

WORKING CONDITIONS:

• Office Environment
• Constant Interruptions

Management salary range 25

225 day work year