Executive Administrative Assistant

Under the general direction of the Associate Superintendent Educational Services Assistant Superintendent of School Leadership or Assistant Superintendent of Student Family and Support Services. The Executive Administrative Assistant provides executivelevel administrative support to the educational process with specific responsibilities for providing a wide variety of complex professional administrative and analytical functions and assists in the coordination and management of ongoing districtwide initiatives. The incumbents in this classification provide the school community with complex administrative assistant duties in support of assigned administrator which directly support student learning and achievement.

The following alphabetical list of functions duties and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or departmentspecific functions duties and tasks from those set forth below to address business needs and changing business practices.

• Attends meetings and provides administrative support to a variety of committees and other department meetings; participates in preparation of agenda items; keeps minutes and records of assigned committees in accordance with the Brown Act or other policies; tracks status of action items and validates required deadlines are met; coordinates meetings and events; maintains committee records and disseminates all formal actions including minutes.
• Coordinates and maintains facility requests; monitors and verifies nonworking days and vacation for department staff.
• Coordinates conferences retreats and meetings for respective department staff and teachers.
• Creates and maintains spreadsheets and databases; reviews submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including basic grant writing collecting program data and generating performance reports.
• Drafts and executes consultant agreements and contracts.
• Gathers background materials and documents needed to draft recommendations and reports for committees and the Board of Trustees; researches best practices prior actions student data and financial information for executive reviews.
• Maintains a variety of department calendars; provides information and handles issues that may require sensitivity and use of tact and independent judgment. Prioritizes requests by departments within the District and facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to the appropriate staff and/or takes or recommends actions to resolve issues.
• Organizes a variety of formal and informal meetings and events including awards ceremonies tours receptions conferences and fundraising events.
• Organizes maintains and updates confidential specialized and technical files; creates and maintains electronic and physical filing systems.
• Provides administrative coordination of charter school oversight process; gathers and prepares annual compliance/renewal/new charter submission associated with compliance requirements.
• Provides clerical administrative and executivelevel support to the Associate Superintendent or Assistant Superintendent; composes and prepares memoranda correspondence Board newsletter departmental reports and other documents that are sensitive and confidential nature; drafts Board of Trustee agenda items documents and reports; proofreads and checks other materials for accuracy completeness and compliance with District standards policies and procedures; ensures materials contracts reports and documents are accurate and complete.
• Provides lead work guidance and direction to other staff; assigns schedules and monitors work for completeness accuracy and conformance with District department and legal/regulatory requirements and standards; provides information instructions and trainings on work procedures and technical legal and regulatory requirements.
• Screens and/or independently responds to visitors phone calls correspondences and email inquiries regarding a variety of department matters. Acts as liaison in coordinating calendars and matters between the assigned departments and other departments staff students community members and external entities.
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District including various mandatory District trainings.

• Accounting/bookkeeping principles
• Brown Act meeting regulations the Public Records Act and other applicable laws
• Modern office practices procedures and equipment
• Current policies laws and procedures
• Use of jobrelated software applications including virtual meeting platforms
• Preparing and maintaining accurate records
• Business telephone techniques and etiquette
• Correct English usage including grammar spelling and punctuation; and vocabulary
• Expertise in Microsoft Office Google Suite tools and other applicable software applications
• General goals of public education

• Keyboard accurately at an acceptable rate of speed
• Operate standard office equipment including utilizing pertinent software applications
• Plan and manage complex and responsible projects
• Display strong communications skills
• Display strong organizational skills and writing skills
• Establish and maintain positive working relationships with staff community and employee organizations
• Prepare and maintain accurate records
• Display exemplary planning prioritization and time management skills
• Perform well under pressure for completing timesensitive priorities
• Demonstrate resourcefulness ability to solve problems and work independently with a high degree of professionalism including discretion and attention to confidentiality
• Accurately take and transcribe notes and/ or meeting minutes/ recollections
• Plan organize and prioritize work in order to meet calendars and timelines
• Communicate with staff parents and public using patience and courtesy and in a manner that reflects positively on the organizational unit
• Communicate with diverse groups maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions setting priorities; establishing and maintaining effective working relationships
• Read write and communicate clearly in both English and second language (usually Spanish) may be required
• Independently perform all of the duties of the position and strategically make sound judgements
• Learn interpret explain and apply knowledge of District and department organization operations programs and functions

EXPERIENCE REQUIRED:
Six (06) years of increasingly responsible experience as an Administrative Assistant I II III IV V or VI in the Madera Unified School District; OR an equivalency of work experience performed from another educational institution or agency in the capacity of Executive Administrative Assistant in the Administrative Assistant series within the Madera Unified School District.

Work Experience Equivalency:
A degree in higher education and/or collegelevel course work from an accredited college or university in one of the following fields: Business Administration Management Science or Organizational Science or a related field may be substituted for some years of experience.

LICENSE(S) REQUIRED:

• Valid current California Drivers License or ability to provide transportation to meetings events and trainings associated with essential functions duties and tasks.

• Pass the Districts applicable proficiency exam for the job class with a satisfactory score
• After offer of employment obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic postemployment retest as required (currently every four years)
  • Preemployment physical exam A through Districts provider

SALARY SCHEDULE:
Classified Salary Range: 44
Work Calendar: 261 Days
Department: Educational Services
Work Hours: 8:00 am 5:00 pm(8 hours/day)

*Materials Required:*

1. Completed application

2. Proof of High School Diploma or equivalency or college degree if completed (copy of official transcript OR copy of diploma is acceptable)

3. Resume

*PC RULES 5.2.1.2 5.2.1.2 Inhouse employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. No additional information will be accepted from applicants once the application has been submitted.Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.