Job Description

Executive Assistant to the Superintendent and Governing Board

Purpose

To provide administrative support to the Superintendent and the Governing Board. This employee coordinates and provides communication and information to the district, general public, and outside organizations as related to areas of responsibilities; plans, organizes and coordinates activities pertaining to the Superintendent's office in a timely manner to meet the needs of the District and community; interprets policies and regulations to officials, staff and the public.

Qualifications

Required:

1. High school diploma.
2. Proficiency in word processing and use of spreadsheet and database software programs.
3. Knowledge and use of general office equipment.
4. Ability to assume responsibility, exercise sound judgment, and handle confidential material and information.
5. Ability to be a self-starter, anticipate needs and problems, use independent judgment, and make decisions.
6. Excellent human relations skills. Must be able to effectively establish relationships with the public, administrators, teachers, parents, staff, and co-workers.
7. Excellent knowledge of the school district and its departments, policies, and procedures.
8. Excellent organizational skills.
9. Ability to function effectively while conducting varied assignments, working under conditions of constant interruption, meeting deadlines, being flexible, and working without supervision.
10. Minimum of five (5) years' experience in an administrative secretarial position in a public
11. Ability to independently prepare reports and correspondence.
12. Valid AZ Department of Public Safety (DPS) Identity Verified Print (IVP) Fingerprint Clearance Card.

Preferred:

1. Minimum of at least two (2) years of college.

Essential Functions

1. Serve in a liaison capacity between the Governing Board, Superintendent, and employees of the district.
2. Maintain current knowledge of the Arizona Open Meeting Law statutes and apprise Superintendent and Governing Board of changes.
3. Schedule and make arrangements for all Governing Board meetings, including public notification as required by law.
4. Facilitate and coordinate Governing Board meetings.
5. Record, transcribe, distribute, and maintain the minutes of all Governing Board meetings. 6. Initiate and assist in preparing reports, correspondence, and Board agenda items for the Superintendent and Governing Board.
6. Maintain District Policy Manual.
7. Respond to inquiries requiring in-depth knowledge of District policies and procedures.
8. Provide in-service training, as necessary, to disseminate policy and procedural information.
9. Manage administrative details independently or in consultation with the Superintendent, process correspondence and other materials.
10. Compile and maintain master calendar of activities and meetings, keep Governing Board and Superintendent apprised, and schedule their attendance accordingly.
11. Maintain schedule of state and national conferences designed for Governing Board members and Superintendent and coordinate necessary travel requests, arrangements, and reimbursements.
12. Coordinate work of others assigned, as required.
13. Perform other duties as assigned by the Assistant Superintendent for Educational Services.

Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: regularly required to talk and hear; frequently required to use hands to touch, handle, or feel objects, tools, or controls and use a keyboard or keypad; regularly type or enter data using a computer keyboard; operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform advanced math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include classroom management, and concepts of grammar and punctuation.

ABILITY is required to schedule classroom activities, discussions, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to 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 diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is high. Specific ability-based competencies required to satisfactorily perform the functions of the job include communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision depth perception, and the ability to adjust focus.

Responsibility

Responsibilities include working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: the employee will be required to reach with hands and arms; some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity; the employee is frequently required to stand, walk, bend, and sit; the employee is occasionally required to climb, or balance and stoop or kneel; the employee must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 35 pounds. Generally, the job requires 10% sitting, 45% walking, and 45% standing. The job is performed under conditions with some exposure to risk of injury and/or illness. The employee will regularly work indoors or outdoors with temperature variations from a controlled environment or extreme weather conditions. The noise level in the work environment is usually moderate to severe. Travel between District campuses and to locations outside the District is required.

Reports to: Superintendent

Terms of Employment: Twelve-month, full time

Evaluation:

This position will be evaluated annually as outlined in Governing Board Policy

FLSA Status:

Exempt

Salary:

Administrative/Support Exempt Personnel Initial Placement Salary Schedule, Executive Assistant

Board Approval: March 24,2016 (Revised)

March 26, 2024 (Pending Board Approval)