Executive Assistant to the Superintendent and Governing Board

Purpose

The job of Executive Assistant to the Superintendent and Governing Board is done for the purpose of providing administrative support to the Superintendent and the Governing Board.

Qualifications

• 
  High school graduate or General Educational Development diploma (GED). A minimum of at least two years of college preferred.
• Fingerprint Clearance through the Arizona Department of Public Safety.
• Proficiency in word processing and in use of spreadsheet and database software programs.
• Knowledge and use of general office equipment.
• Ability to assume responsibility, exercise sound judgment, and handle confidential material and information.
• Ability to be a self-starter, anticipate needs and problems, use independent judgment, and make decisions.
• Excellent human relations skills. Must be able to effectively establish relationships with the public, administrators, teachers, parents, staff, and co-workers.
• Excellent knowledge of the school district and its departments, policies, and procedures.
• Excellent organizational skills.
• Ability to function effectively while conducting varied assignments, working under conditions of constant interruption, meeting deadlines, being flexible, and working without supervision.
• Minimum of five years’ experience in an administrative secretarial position in a public school environment.
• Ability to independently prepare reports and correspondence.

Essential Duties

• 
  Serve in a liaison capacity between the Governing Board, Superintendent, and employees of the district.
• Maintain current knowledge of the Arizona Open Meeting Law statutes and apprise Superintendent and Governing Board of changes.
• Schedule and make arrangements for all Governing Board meetings, including public notification as required by law.
• Facilitate and coordinate Governing Board meetings.
• Record, transcribe, distribute, and maintain the minutes of all Governing Board meetings.
• Initiate and assist in preparing reports, correspondence, and Board agenda items for the Superintendent and Governing Board.
• Maintain District Policy Manual.
• Respond to inquiries requiring in-depth knowledge of District policies and procedures.
• Provide in-service training, as necessary, to disseminate policy and procedural information.
• Manage administrative details independently or in consultation with the Superintendent, process correspondence and other materials.
• Compile and maintain master calendar of activities and meetings, keep Governing Board and Superintendent apprised, and schedule their attendance accordingly.
• Maintain schedule of state and national conferences designed for Governing Board members and Superintendent and coordinate necessary travel requests, arrangements, and reimbursements.
• Coordinate work of others assigned, as required.
• 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 utilizing pertinent software applications; planning and managing projects; 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 analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; and concepts of grammar and punctuation.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate 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 standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; 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 moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

Responsibility

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

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 70% sitting, 15% walking, and 15% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Reports to: Superintendent

Term of Employment: 12-month contract. Eligible for standard employee benefits.

Evaluation: This position will be evaluated annually as outlined in Governing Board Policy Manual.

FLSA Status: Exempt

Salary Range: Tier III - Administrative/Support Exempt Personnel