The Executive Assistant Performs a variety of technical and complex administrative support duties for a senior-level administrator. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates work flow and support activities for the office and often for programs involving other organization units and grants.
Distinguishing Career Features
The Executive Assistant is part of a multi-level career path encompassing administrative and secretarial support. Executive Assistants focus on applying secretarial skills typically for a function that is usually a single area of focus or in a division with closely related work functions. Advancement to Executive Assistant requires at least two years at the Administrative Assistant level within a school district or equivalent, and a demonstrated ability to serve the senior-most administrators, e.g., Deputy or Associate Administrators, whose functions require integrating the services of a variety of departments. Executive Assistants typically have district-wide scope of responsibility and considerable communications, project, program, and outreach requirements.
Essential Duties and Responsibilities
Provides support to an executive of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the division and a basic understanding of the functions and procedures of other divisions.
Prepares, organizes, and maintains a variety of comprehensive and confidential files and records. Receives, handles, and stores the confidential, private, and sensitive information pertaining to the assigned executive office and division.
Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and District. Interprets and conveys policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.
Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within time lines for projects, activities, and required submissions.
Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
Assists the executive by preparing multimedia presentations for use in internal, board, and external use.
Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
Takes notes, recollections, or transcribes proceedings, including those which are of a confidential or private nature. Prepares from rough drafts or standing instructions a variety of correspondence, reports, and statistical data. Independently composes, and reviews for legality, original correspondence and forms on routine district matters.
Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
Prepares financial, statistical, and related reports for internal and external use. Sets up deadlines for other work units to submit information.
Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.
Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.
Performs special projects as assigned. Conducts research of file libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
Assists the executive with development of division-level budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for contracts, capital outlay, special projects, and grant-funded activities.
Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to assure compliance. Prepares requisitions and claims for reimbursement.
Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
May assign, prioritize, and review work of other staff and temporary help.
Performs other duties as assigned that support the overall objective of the position.
Knowledge and Skills
The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive receptionist and communications techniques, and letter and report writing. Requires in-depth knowledge of District and divisional operations, policies, procedures, and calendars. Requires a well-developed knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry onto custom databases. Requires working knowledge of and skill at conducting research of education codes and legislation. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping, including double entry bookkeeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relations skills to convey executive office purpose, work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with administrators, parents, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the District.
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate (60 w.p.m. or equivalent with expertise in word processing applications), operate computer, and operate other standardized office equipment, almost constantly requiring repetitive motions.
Education and Experience
The position requires knowledge equivalent to that of an Associate’s Degree and six years of progressive secretarial experience, including two years in the equivalent capacity to an Administrative Assistant for a senior executive. A Bachelor’s degree may substitute for some experience.
Licenses and Certificates
May require a valid driver’s license.
Work is performed indoors where minimal safety considerations exist.
Twin Rivers Unified School District has an unwavering commitment to every student's journey to ensure all students graduate college and career ready. Today we are the 27th largest public school system in California—pre-K - 12 and adult education.
The district serves nearly 27, 000 students in northern Sacramento County who come from families that speak 46 different languages. We are proud to include among our 3,243 employees the 2011 California Teacher of the Year and the 2010 California Classified School Employee of the Year.
Our district includes 52 school sites—29 elementary, 5 middle, 4 comprehensive high schools, 3 charters at 7 sites and 7 alternative schools.
Twin Rivers serves an 82 square mile area covering the communities of Arden Fair, Del Paso Heights, Dos Rios, Elverta, Foothill Farms, Gardenland, McClellan Park, Natomas, Northgate, North Highlands, North Sacramento, Robla, Rio Linda and Woodlake.