Executive Administrative Assistant

Position Title: Executive Administrative Assistant

Classification: Hourly

Immediate Supervisor: Superintendent

Terms of Employment: Twelve-months, At-Will, Classified; Benefits in accordance with Governing Board policy

Position Overview

This position of the Executive Administrative Assistant provides the full spectrum of clerical services assuring smooth,

effective and efficient operation of the Superintendent’s office. The position requires use of independent judgment and

knowledge of district policies, procedures, programs and organizational structure. The Executive Administrative Assistant

to Superintendent must be flexible, have excellent interpersonal skills and the ability to work well with all levels of district

personnel, Governing Board members, outside agencies, vendors, members of the community and the general public. The

work performed by individuals in this position is confidential in nature.

Essential Duties & Responsibilities

A. Communication

1. Interact professionally and appropriately with the public and district staff in-person and on the telephone.
2. Answer and screen telephone callers and drop-in visitors, maintaining a helpful, positive demeanor and uses discretion to determine those which are to be handled by the Superintendent personally, as well as those delegated to a subordinate or other department.
3. Place telephone calls and take messages for the Superintendent.
4. Talk and/or meet with the general public who desire to express concerns or inquire about District issues and provide direct feedback to appropriate source and/or refer and make an appointment with the Administrator or Superintendent.
5. Advise the Superintendent immediately of the existence of any problems deemed to warrant prompt attention, advice or intervention.
6. Handle phone communication related to the activities of the District Office and the Superintendent.
7. Handle questions from public, outside agencies, Governing Board and staff.
8. Assist the Superintendent in preparing written responses to correspondence received.
9. Communicate instructions from the Superintendent to others in the District and the schools.
10. Serve as initial contact with the public and the staff on all matters relating to communication with the Office of the Superintendent.
11. Process all incoming and outgoing mail and inform Superintendent of items of urgency.
12. Manage the Superintendent’s calendar, phone and email account, independently scheduling and responding as appropriate, on behalf of the Superintendent.

B. Calendar

1. Maintain a calendar of appointments, conferences, interviews and prepare for meetings and activities, including confirming appointments, initiating necessary communication and correspondence prior to and after meetings and appointments.
2. Maintain calendars and schedules for the Superintendent and Associate Superintendent ensuring that all official obligations are met.

C. Clerical

1. Provide superior administrative support to the Superintendent, anticipating needs and maintaining an organized, efficient, professional office that supports the mission and vision of the school district.
2. Make necessary arrangements for Superintendent meetings including date, time and location, contact those who need to attend and prepare the agenda, sign-in sheet and provide all meeting materials.
3. Coordinate matters pertaining to the Office of the Superintendent and ensuring the confidentiality of all information.
4. Accurately maintains the confidential files of the Governing Board and the Superintendent, ensuring that they are updated regularly, are well-organized and are available to the Superintendent when needed.
5. Make travel arrangements for the Superintendent, Associate Superintendent and Governing Board members including conference registration, preparation of requisitions and purchase orders as well as obtain reimbursements for travel expenses.
6. Maintains accurate records of Superintendent’s budget.
7. Process purchase orders and requisitions for the Superintendent and Associate Superintendent.
8. Review all outgoing correspondence requiring the Superintendent’s signature for format, spelling, punctuation and grammar before submitting for signature.
9. Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format for Superintendent.
10. Plan, coordinate and execute district-wide events including special community events, staff events, etc.
11. Format and complete special projects as assigned by the Superintendent.
12. Order supplies, subscriptions and memberships as required by the Superintendent.
13. Review periodicals, articles, newsletters, etc. and advise the Superintendent of information pertinent to current district concerns.
14. Keep abreast of outstanding achievements by students and staff requiring recognition by the Superintendent
15. Attend all Governing Board meetings.
16. Initiate and/or draft, prepare and distribute a variety of documents, including but not limited to letters, memos, emails, acknowledgements, notices to staff, forms and reports.
17. Manage office budget, allocating expenditures according to District requirements.
18. Perform all secretarial and confidential work as assigned by the Superintendent.
19. Assist the Superintendent in compiling data and preparing reports required by law, administrative code and Governing Board policy.
20. Maintain bylaws, policies and regulation books with all current information.
21. Perform any duties and responsibilities that are within the scope of employment, as assigned by the Superintendent or Associate Superintendent.

Licenses or Certifications

• A valid IVP Fingerprint Clearance Card

• Possession of a valid Arizona Driver’s License

• A valid Notary Certification

• High school diploma or GED

• Associate’s Degree or college course preferred

• Any equivalent combination of education, training or experience

Experience

• Three-years of responsible secretarial office experience with demonstrated ability for office practices, procedures and duties relevant to the Executive Administrative Assistant position.

Skills, Knowledge & Abilities

• Bilingual, English and Spanish.

• Models professional attitude and image.

• Is reliable and dependable.

• Strong technology skills and ability to learn new programs quickly.

• Understands and supports the vision of the District.

• Direct and supervise the work of others as assigned.

• Work well under pressure of deadlines at all times maintaining composure and professionalism.

• Ability to use discretion and confidentiality in handling information related to personnel issues, grievances and legal matters affecting the District.

• Ability to work to communicate effectively (both orally and in writing) with a diversity of public and district personnel using tact, courtesy and good judgment.

• Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.

• Ability to learn, apply, and explain in detail the district policies and procedures in performing duties.

• Ability to multi-task with a high degree of accuracy.

• Ability to establish and maintain effective working relationships as necessitated by work assignments.

• Ability to organize and set priorities and follow a wide variety of tasks through to completion.

• Ability to use Microsoft Office Suite and applications.

• Ability to use standard office equipment including copy machine, printers and fax.

• Ability to exercise independent judgment in setting priorities and making decisions in absence of specific direction.

• Ability in taking and preparing minutes.

• Ability to establish and maintain filing and record keeping systems.

• High level of English proficiency for completing tasks, frequent telephone communication and preparation of written correspondence including skills in spelling, punctuation and grammar.

Working Environment

• The working environment is primarily in an office setting.

• This position requires the employee to be able to travel between school sites and the district office, work a flexible schedule as needed, including evenings and weekend hours and work extended hours for attendance at evening district and Governing Board meetings.

Evaluation

• Performance to be evaluated in accordance with Governing Board policy on evaluation of classified staff.

Acknowledgment, Mission & Vision

RESD believes that every individual makes a significant contribution to our success. An employee’s contribution is not

limited to the above assigned duties and responsibilities. Therefore, this position description is designed to describe the

general nature and level of work performed by employees assigned to this classification. It is not intended to be an

exhaustive list of all duties, responsibilities and skills required of employees who hold this position. It is our expectation that

every employee will offer his/her services wherever and whenever necessary to ensure the success of the district’s mission,

vision and goals.

District Mission

Preparing Students for College and Advanced Careers Through Rigorous STEM2 Academic Programs

District Vision

To create a high caliber and rigorous private school education withing a public-school setting.

Salary : $22 - $23