The job of Executive Assistant to the Superintendent was established for the purpose/s of supervising and coordinating the functions, activities, workload and record keeping of the Superintendent's Office. This position provides a wide variety of complex and confidential administrative and secretarial support; interprets policy and administrative regulations to officials and the public; analyzes requests and provides recommendations for action; communicates information on behalf of the District and the Governing Board to staff, other districts, and public agencies; and oversees assigned personnel.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Attends all regular and special Board meetings for the purpose of providing information, recording official minutes; coordinating materials distribution and/or supporting the needs of attendees.
• Compiles data from a wide variety of diversified sources (e.g., staff members, Board Members, Community Organizations, government agencies) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Composes a wide variety of complex written materials (e.g., correspondence, agendas, minutes, event programs, bulletins, reports) for the purpose of communicating information and/or creating documentation in conformance with established guidelines.
• Coordinates a wide variety of special projects, activities and/or events for the Superintendent and Board (e.g., meetings, receptions, luncheons, workshops, travel/accommodations) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of complex manual and electronic documents files and records (e.g., District policies, Board of Education minutes, various manuals, databases, district website) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of Superintendent (e.g., Board procedures, public relations issues, meeting arrangements, account balances) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g., Board Agendas, meeting and Board official minutes, letters, memoranda, charts, periodic and ad-hoc reports, operational procedures, manuals, newsletters) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a wide variety of complex documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Researches a variety of topics (e.g., current practices, policies, education codes, board agenda items, parental complaints, legal updates) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a wide variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Schedules a wide variety of activities (e.g., appointments, meetings, travel reservations/accommodations, facility usage) for the purpose of making necessary arrangements for the Superintendent, other staff and/or Board Members.
• Serves as a liaison between parents and members of the public and the Superintendent and Board of Education for the purpose of assisting in resolving concerns or complaints.
• Supports Superintendent and the Board of Education (e.g., special projects, special elections) for the purpose of providing assistance with their functions and responsibilities.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
• Working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the Organization’s services.
KNOWLEDGE AND ABILITIES:
• SKILLS are required to perform multiple, technical and non-technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.
• KNOWLEDGE is required to perform basic math, read technical information and compose a variety of documents. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: policies and regulations governing school district operations including the Brown Act; school district operations; concepts of grammar and punctuation; and business telephone etiquette.
• ABILITY is required to schedule a significant number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruptions; working with detailed information/data; and attending evening meetings.
• Job related experience with increasing levels of responsibility is required
• Targeted job related education that meets organization’s prerequisite requirements.
• High school graduation with two years of college plus extensive training and experience including or supplemented by courses in typing and office management; and five years of increasingly responsible secretarial experience, at least one of which has been as secretary or office manager to a top executive in a school district or large private or public organization within the last five years. Type at a corrected speed of 50 net words per minute.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Manual dexterity sufficient to write, use telephone, classroom technology (including computers)
• Ability to see for purposes of reading printed materials;
• Ability to hear and understand speech at normal levels in person and/or on the telephone;
• Ability to communicate so others will be able to clearly understand a normal conversation in person, on the telephone, and addressing groups;
• Physical agility to push/pull, squat, twist, turn, bend, stoop and to reach above head;
• Physical mobility sufficient to move about the work environment (classroom, office, district, from school or home site-to-site;
• Physical strength sufficient to lift 25 pounds
• Physical stamina sufficient to sit, stand or walk for prolonged periods of time;
• Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions.
• Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.
About Salinas City Elementary School District
Our Mission: Salinas City Elementary School District will provide a well-rounded education with multiple opportunities for all children’s success.
Our Vision: We expect all children to be at or above grade level.