Job Description
DEFINITION
Under the general direction of the Superintendent, provides administrative assistance by performing specialized, highly complex secretarial work for the Superintendent and Board of Trustees where judgment, knowledge, and interpretation of District policies, rules, regulations, procedures, programs, and the organization germane to specific situations and tasks are required. This position represents the Superintendent and Board with the staff and public and maintains confidentiality of privileged and sensitive information. ESSENTIAL FUNCTIONS
Serves as confidential assistant and administrative aide to the Superintendent by relieving the Superintendent of administrative detail Coordinates the updating, maintenance, and distribution of Board policies and administrative regulations Independently composes and prepares complex correspondence, reports, bulletins, meeting minutes, including material of a sensitive or confidential nature and requiring analysis for accuracy and a high degree of knowledge and familiarity with the school district, legal mandates, policies, regulations, procedures, terminology, negotiations, personnel, and students Reviews for accuracy and conformity to established procedures the work of others who may not be assigned as subordinates but who are performing related operations in the work process Designs forms and participates in the reorganization of work procedures and assignments resulting from policy or legislative changes Receives inquiries and complaints, often requiring technical answers, initiating corrective action, or referring the matter to appropriate administrators Prepares and oversees a wide variety of confidential materials and assignments related to personnel, negotiations, students, and district policies Maintains awareness of current District issues, often of a confidential nature and of importance to the Superintendent Inquires into policies and procedures followed in the past; gathers background materials, and does research as required on legal, legislative, or technical subjects Acts as informational liaison between the Superintendent and the Board of Trustees Receives and screens telephone calls and visitors for the Superintendent, taking messages and referring callers to appropriate personnel, using tact, diplomacy, and poise Provides information to other district departments and personnel, students, parents, various outside agencies and organizations and the public Interprets and explains state and federal laws and guidelines, the Brown Act, district policies and regulations, programs, rules, requirements and procedures Maintains an understanding of the programs and functions of the district and their relationship to the district operation as a whole Receives, reviews, coordinates, and compiles materials for the preparation and distribution of the agenda for the Board of Trustees, assuring the inclusion of required backup materials ensuring compliance with legal requirements and inclusion of necessary exhibits and backup materials; edits, rewrites, or originates agenda items Receives, sorts, and responds to superintendent's mail Maintains a calendar for the superintendent; schedules and arranges appointments, meetings, conferences, and travel accommodations Coordinates the district-wide calendar Makes arrangements for conferences, meetings, and business travel by the Superintendent and Board members Assists Incident Commander in emergencies Manages Interdistrict Transfer agreements, affidavits of residence and caregiver authorizations, and associated files Serves as a mandated reporter for suspected child abuse Performs other duties as assigned QUALIFICATIONS
Knowledge of:
Modern office methods, principles, practices, and procedures of an administrative office at the executive level School district organization, operations, policies, procedures, and objectives Applicable sections of state and federal laws, the Brown Act, and other laws applicable to school districts Correct elements of English language usage, vocabulary, spelling, grammar, and punctuation Simple mathematics Rules and regulations regarding confidentiality of information Fundamentals of time management Preparation of official agenda and minutes of policy setting bodies as delineated in the Education Code Interpersonal skills using tact, diplomacy, patience, courtesy, and discretion Methods of compiling and organizing information for correspondence and reporting Ability to: Learn, interpret, and apply district policies, procedures, and regulations, as well as those of applicable local, county, state, and national agencies Perform a variety of complex secretarial tasks with a minimum of supervision, determining the relative importance of each Develop and prepare charts, graphs, and presentation materials Analyze situations, issues, complaints, or problems accurately and adopt an effective course of action Proofread for grammar, spelling, punctuation, word usage, and content with a high degree of accuracy Collect statistical data and backup materials for agenda items Take minutes at meetings and conferences and transcribe into clear and concise reports Establish and maintain cooperative relationships with Board members, staff, parents, and the general public Compose independently or from oral/written directions correspondence, memoranda, reports, brochures, and other materials concerning a broad spectrum of subject matter Use a computer using current software programs and with the ability to quickly adapt to new or upgraded software programs Operate various office machines such as typewriter, calculator, and copy machines Maintain records and prepare reports Establish and maintain a variety of complex and confidential filing systems Plan and organize work to meet schedules and timelines Attend meetings, conferences, and workshops Complete work with many interruptions and a high level of independence and decision making, exercising good judgment and discretion in applying and interpreting laws and policies of the District, recognizing scope of authority and taking responsibility for performance of duties Behave in an ethical manner Use diplomacy and poise in moderately stressful conditions EDUCATION AND EXPERIENCE
Education equivalent to completion of 12th grade. AA degree or equivalent desired. Five years of broad, varied, and increasingly responsible secretarial or executive assistant experience, preferably in a school district or other public sector environment. LICENSES, CERTIFICATIONS, BONDING, AND/OR TESTING REQUIREMENTS
Criminal Justice Fingerprint Clearance Tuberculin Clearance Passage of clerical exam at 70% or better PHYSICAL REQUIREMENTS
Sit, stand, or walk for extended periods of time Ascend and descend steps See for the purpose of reading laws and codes, rules and policies, and other related matter Hear and understand speech at normal levels Communicate so others will clearly understand normal conversation Bend, twist, kneel, and/or stoop Lift and carry 30 pounds Reach in all directions Think clearly and rationally to solve problems Type or use computer keyboard Work in a busy office environment with frequent interruptions Candidates offered positions who cannot meet the above physical requirements will be offered reasonable accommodations as appropriate in accordance with the Americans with Disabilities Act. Pay:
$6,226.00 - $7,656.00 per month Benefits:
Dental insurance Employee assistance program Health insurance Paid time off Parental leave Retirement plan Vision insurance Work Location:
In person
