Administrative Assistant to the Superintendent Board of Education

Under the direction of the Superintendent perform responsible and confidential secretarial and administrative support duties to relieve the Superintendent and Board of a variety of administrative details; coordinate communications and information; interpret policies and regulations to officials staff and the public; maintain confidentiality of privileged and sensitive information; oversee the activities and operations of the Superintendents office.

Perform responsible duties as confidential administrative assistant to the Superintendent and the Board of Education relieving the Superintendent and Board members of a variety of secretarial and administrative details; maintain confidentiality of issues related to negotiations District actions personnel and students; oversee the activities and operations of the Superintendents office.

Advise Superintendent and Board of Education on the legal requirements of the Brown Act regulations.

Prepare legal notices of all sessions of the Board of Education in accordance with Brown Act regulations.

Attend Board meetings and perform various secretarial and administrative support duties for the Board including coordination and preparation of agenda and supporting materials with departments; prepare minutes following Board meetings; maintain files of official minutes resolutions and appropriate attachments.

Update and maintain policies as directed by the Board of Education.

Receive and screen visitors and telephone calls; respond to requests complaints and questions from officials staff and the public representing the District by phone and written communication.

Obtain and provide information to staff and the public where judgment knowledge and interpretation of policies and regulations and District functions and programs are required; make decisions regarding procedural matters within the scope of responsibility.

Serve as the Superintendents liaison and communicate with a variety of District personnel outside agencies and the public to exchange information resolve issues or concerns and coordinate activities.

Compose correspondence independently on a variety of matters; compile and type various letters reports statistical data memos bulletins lists and other materials as directed; review and check documents for completeness and accuracy and conformance with applicable rules regulations and procedural requirements; establish and maintain office filing system and database records.

Schedule various appointments events and meetings; arrange meetings and make travel arrangements; maintain and coordinate the Boards calendar; prepare and disseminate calendar of events.

Perform special projects and prepare various forms and reports on behalf of the Superintendent and Board; attend to administrative details on special matters as assigned.

Organize and attend a variety of meetings; take and prepare minutes; distribute minutes to administrative staff and the Board as appropriate; drive a vehicle to various sites to attend meetings.

Receive sort read route and respond to mail as directed; identify and refer matters of priority; compose replies independently or from oral instructions; compile media clippings for Board members.

Train and evaluate the performance of assigned staff; recommend transfers promotions and disciplinary actions.

Develop and oversee budgets of the Superintendents Office and the Board of Education; arrange for budget transfers as necessary.

Maintain a variety of complex records lists files and records including confidential materials; assure confidentiality of information and records.

Operate a variety of office equipment including a copier fax machine and typewriter; operate a computer and peripheral equipment to record information and generate lists reports and other materials; utilize word processing and other software as required.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Functions and secretarial operations of an administrative office.
District organization operations policies and objectives.
Applicable sections of the State Education Code and other applicable laws.
Modern office practices procedures and equipment.
Recordkeeping techniques.
Correct English usage grammar spelling punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact patience and courtesy.
Filing systems.
Telephone techniques and etiquette.
Letter and report writing editing and proofreading.
Public relations techniques.
Operation of a computer and assigned software.
Principles and practices of supervision and training.

ABILITY TO:
Perform responsible and confidential secretarial and administrative duties to relieve the Superintendent and the Board of a variety of administrative details.
Interpret apply and explain laws codes rules regulations policies and procedures.
Organize complex material and summarize discussions and actions taken in report form.
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
Compose effective correspondence independently.
Answer telephones and greet the public courteously.
Be proficient in keyboarding with speed and accuracy.
Maintain a variety of complex and confidential files and records.
Establish and maintain cooperative and effective working relationships with others.
Be flexible to perform work within changing priorities and possess sufficient interpersonal skill to work harmoniously with staff students administrators parents and others.
Analyze situations accurately and adopt an effective course of action.
Understand and resolve issues complaints or problems.
Plan and organize work.
Assign and review the work of others.
Meet schedules and time lines.
Work confidentially with discretion.
Operate a variety of office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and revise priorities of clerical work and office activities.
Train supervise and evaluate assigned staff.
Understand and follow oral and written directions.
Work independently with little direction.

Any combination equivalent to: graduation from high school supplemented by two years of collegelevel course work in secretarial science business administration or a related field and six years of increasingly responsible secretarial and administrative assistance experience involving frequent public contact.

LICENSES AND OTHER REQUIREMENTS:

Valid California drivers license.

Incumbent will be involved in field work which requires travel in personal vehicle to various sites.

Exams are required for ALL applicants
Qualifying Exam:(REQUIRED FOR ALL QUALIFIED APPLICANTS) Written/Performance Exam: Tuesday April 22 2025 at 9:00 am at HUSD District Offices (in person)
Oral Technical Interview: Monday April 28 2025 (tentatively via Zoom)

Dates are tentative but it is highly recommended that you plan your calendar accordingly. No makeup dates will be offered.

Please note: The qualifying pass point on written examinations may be an actual score or an adjusted score based on the difficulty of the examination the quality of the competition and the needs of the service.

Positions in the job classification typically work 40 hours/week annually.

OTHER IMPORTANT INFORMATION: The duration of the eligibility list is 6 months unless extended by the Executive Director of Classified Human Resources and the Personnel Commission.

Applicants selected for permanent or substitute assignments are required to pay for fingerprinting services and obtain Tuberculosis results prior to beginning work. If you have any questions regarding the fees please feel free to contact the Human Resources Department at.

Hayward Unified School District will provide a contribution of up to $2500 per year to be used towards a District healthcare plan or cash in lieu of up to $1350 per year. Fulltime employees are required to purchase medical health benefits unless proof of alternate coverage is provided. Halftime and less than halftime employees may participate on a voluntary basis. The balance of health benefit costs are paid through a pretax payroll deduction.

Dental coverage is provided free of charge for all employees working 20 hours per week or more. Family coverage is available and any additional premium will be employee paid.

Classified employees must participate in the CalPERS Retirement program.

All employees are enrolled in an Employee Assistant Program (EAP).

The District also offers various optional benefits including life insurance short term disability and a medical and dependent care flexible spending option.

For more information please view the Benefits tab of this job announcement.

The Hayward Unified School District is committed to educational equity so that every student realizes their innate potential becoming a lifelong learner and having a positive impact on their community. Our mission is to draw from our communitys rich diversity in order to create engaging and equitable educational experiences for students delivered in a safe and supportive environment. This environment supports inclusion anti racism through an ethnic studies learner orientation and growth mindset. HUSD believes the responsibility for student success is broadly shared by district staff families our community and our students own efforts. Each HUSD student deserves respectful learning environments in which diversity is valued and contributes to successful academic outcomes.

We seek equityminded applicants who demonstrate they understand the benefits diversity brings to an educational community. We look for applicants who:

Reflect our diverse community

Value and intentionally promote diversity and consciousness of difference

Empower students furthest from opportunity

Demonstrate cultural competence and cultural humility

Believe that all people have the right to an education and work environment free from fear harassment or discrimination

Actively seek to disrupt institutional and/or systemic barriers that adversely impact historically marginalized communities

Foster students potential to become global citizens and socially responsible leaders.

NonDiscrimination Policy

Hayward Unified School District (HUSD) is committed to equal opportunity for all individuals in education. District programs activities and practices shall be free from discrimination and harassment based on race color ancestry national origin ethnic group identification immigration status age religion marital or parental status pregnancy status physical or mental disability sex sexual orientation gender gender identity or expression or genetic information; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. If a complainant is unable to put a complaint in writing due to conditions such as a disability or illiteracy district staff shall assist him/her in the filing of the complaint.

If you believe you have been subjected to discrimination harassment intimidation or bullying you should immediately contact the school site principal and/or their supervisor. See the links below for more information on complaint management Title IX and Uniform Complaint Procedures and forms. For Uniform and Title IX Complaints please callext 34102 or 34201 or email The address is 24411 Amador Street Hayward CA 94544. A copy of HUSD Uniform Complaint Board Policy along with the Uniform Complaint Administrative Regulations and the HUSD nondiscrimination policy are available free of charge upon request.

Americans with Disabilities Act

Bullying

TITLE IX

Suicide Prevention

Title V CCR

Uniform Complaints

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