Executive Assistant (Instruction and Support Services)

JOB DESCRIPTION UNDER REVISION

REPORTS TO:Assistant Superintendent of Instructional Support Services

SALARY SCHEDULE:272/R22

WORK YEAR:12 months

GENERAL DESCRIPTION: Under the direction of the Assistant Superintendent Instructional Support Services but with latitude for independent action serves in a wide variety of office and routine administrative duties by planning organizing supervising and participating in the clerical operations related to assigned functions of the division; assist with the expulsion process; perform APC and SARB clerical duties; translate documents; and perform related work as required.

SUPERVISION OVER: None

SUPERVISION FROM: This Administrative Assistant is directly responsible to the Superintendent of Instructional Support Services.

DUTIES AND RESPONSIBILITES:

1. Organizes and expedites the flow of work through the Instructional Support Services office.
2. Performs technical duties which require special training and experience in order to apply legal and policy regulations to specific situations.
3. Performs specialized secretarial duties designed to relieve supervisor of clerical detail and assists in performing minor administrative duties.
4. Performs a variety of clerical work including typing filing checking and recording information on records.
5. Screens calls and visitors making appointments with appropriate staff members.
6. Independently answers inquiries and supplies information on a wide range of technical and program matters for administrators staff and the public.
7. Compiles materials for board agendas and reports.
8. Types a variety of reports and forms requiring considerable interpretative judgment.
9. May take and transcribe dictation for a wide variety of subjects including information of a confidential and sensitive nature or use dictation equipment.
10. Coordinates the work of other staff members to ensure that records are complete and accurate (Facilities Work Orders Transportation etc.)
11. Assists in the preparation and processing of purchase orders contracts payroll and other documents as needed.
12. Assists with employee recognition programs.
13. Prepares and distributes memos/letters and minutes of meetings on an asneeded basis.
14. Assists in the preparation distribution and collection of student assessments reports and data
15. Assists in planning and participates in District inservice programs.
16. Involves parents in school activities and generally encourages their understanding and support of school and student programs.
17. Assists in expulsion hearings.
18. Completes other nonsupervisory duties as assigned.

KNOWLEDGE & ABILITIES:

Ability to:

1. Compile and maintain accurate and complete records and reports.
2. Possess the ability to maintain strict confidentiality of sensitive material.
3. Perform job assignments with numerous interruptions
4. Learn policies and specific rules and apply them with good judgment
5. Pass a district administered test with a score of 70% or better.
6. Set up and maintain filing systems.
7. Make accurate arithmetical calculations.
8. Understand and carry out oral and written instructions
9. Deal effectively with a wide variety of personalities in situations requiring diplomacy friendliness poise tack and good judgment.
10. Operate computers printers copiers typewriters and other standard office machines.
11. Understand and apply complex policies and rules.
12. Coordinate the work of others.

Knowledge of:

1. Modern office methods practices procedures equipment and routine recordkeeping
2. Computer applications and software
3. Correct English usage spelling grammar and punctuation
4. Computers printers copiers typewriters and other standard office machines
5. District policies rules and regulations applicable to the division

Personal Qualities: Maturity and adaptability; good work habits and productive use of time; initiative and good problemsolving skills; Sound judgment; pleasing personality; vital energy willingness and ability to work under pressure and deadlines understanding and sympathy with objectives of public education.

JOB QUALIFICATIONS:

Education: High School Diploma or equivalent supplemented by additional training in office organization and secretarial skills;

Experience: Five years of increasingly responsible secretarial experience which has included the exercise of independent judgment preferably including experience in a school district; or any combination of training and experience that could likely provide the desired knowledge and abilities

Physical Abilities:

• Pass District physical examination which includes preemployment drug screening
• Proof of negative TB test at time of hiring
• Good health mobility and patience.

Licenses Certifications Bonding and / or Testing: Valid California Motor Vehicle Operators license;

Type 55 words per minute may require shorthand at 60 words per minute and/or Dictaphone and computer experience.