Executive Assistant I
SUMMARY:
Make administrative decisions and take action in the executive’s absence as directed. Perform a broad range of administrative tasks for an executive director level position. Relieve the executive director of minor administrative details. Exercise frequent independent judgment within agreed-upon limits. Responsible for scheduling regular and special meetings and preparing agendas. May keep minutes of meetings. Prepare confidential correspondence and maintain classified files. Perform other high level clerical functions, including receiving visitors, scheduling appointments, and making travel arrangements. May lead other clerical employees concerning proper procedures, methods, and standards. Assignments include: Curriculum and Instruction; Elementary School Education; Equity, Culture, and Community Engagement; Fiscal Services; High School Education; Legal Services; Middle/Elementary School Education; and Operations.
DUTIES AND RESPONSIBILITIES:
The following tasks describe the basic functions of the job; not all tasks may be performed by each employee. Duties and assignments may vary based on academic year. The following frequencies and percentage of time spent are approximations only.
• Respond to telephone calls, e-mails, and faxes. Route calls, take messages, and assist personnel and the community in regards to concerns, questions, and incidents. Guide people to proper personnel, offices, and buildings. Process and prioritize incoming mail. [Daily, 25%]
• Draft and/or prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Produce documents of a specialized nature. Proof material for errors. May record and distribute minutes of meetings. [Daily, 20%]
• Schedule appointments and maintain the calendars for the executive director and other department personnel. Use district applications to organize, plan, schedule, and coordinate meetings and facilities for the department and for related district events. Assist with the preparation of materials needed for meetings. [Daily, 20%]
• Research and collect data to compile statistics and prepare regularly scheduled or special reports (e.g., Board resolutions, staffing pool, updates, special programs, assessment reports, etc.). [Daily, 15%]
• Maintain and evaluate department budgets to provide updated reports. Maintain department supply inventory, place supply orders, and process purchase orders and other financial documents. May also coordinate various budgets for special district programs. [Daily, 15%]
• Perform other related duties as assigned or requested. [Daily, 5%]
MINIMUM QUALIFICATIONS:
• High school diploma or equivalent.
• Four (4) years of related experience.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement.
• Intermediate knowledge of common office application software.
• Intermediate knowledge of Microsoft Office.
• Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Intermediate accounting/bookkeeping skills.
• Intermediate verbal and written communication skills.
• Advanced organizational skills.
• Advanced interpersonal relations skills.
• Ability to operate common office equipment.
• Ability to create, maintain, and enhance documents, presentations, and databases using various software.
• Ability to be adaptive to changing needs.
• Ability to work independently and collaboratively with others.
• Ability to maintain confidentiality in all aspects of the job.
• Criminal background check and fingerprinting required for hire.
REQUIRED EXPERIENCE, CERTIFICATES, LICENSES, AND REGISTRATIONS:
All certifications, licenses, and registrations must be valid and unexpired.
• N/A
PREFERRED QUALIFICATIONS:
• Associate’s degree or equivalent amount of higher education.
• Experience working in an educational environment.
PHYSICAL AND MENTAL DEMANDS/WORK ENVIRONMENT:
• Sedentary work.
• Moderate physical effort (lifting up to 25 pounds).
• Frequent bending and reaching.
• Occasional lifting, pulling, and pushing.
• Occasional standing and walking.
• Manual dexterity to operate a computer keyboard.
• Repetitive motions.
• Visual concentration and depth perception.
• Eye/hand coordination (e.g., typing, ten key).
• Speaking and hearing.
• Concentrated reading/writing/mathematics.
• Varying noise levels.
• May occasionally be exposed to outdoor weather conditions.
• Normal office environment.
• Normal school district environment.