Senior Administrative Assistant - Ed Services

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs advanced, complex, and highly responsible administrative support for executive management positions, to include Cabinet level positions. Assignments require extensive working knowledge of the District and programs under executive management jurisdiction. Exercises considerable amount of initiative, independent judgment, and discretion.

1. Support HUSD Vision, Mission and Goals.
2. Provides administrative support to an executive management staff member and/or campus by providing or coordinating reception services; maintaining executive’s calendar; scheduling appointments, meetings and travel; providing assistance to other employees; and proofreading correspondence, reports and other documents as requested.
3. Plans, establishes, and organizes systems and processes to ensure a smooth flow of materials and information to and from the executive's office, for both confidential and non-confidential materials.
4. Performs research and retrieval of records. Assembles data and prepares reports on a routine or non-routine basis.
5. Composes and prepares correspondence for supervisor's signature, reports and other complex documents.
6. Organizes programs, events, meetings or conferences by arranging facilities, preparing agendas, issuing information or invitations, coordinating speakers, controlling event budget, and coordinating preparation of meeting and conference materials.
7. Assists in budget preparation and monitoring, purchasing and transaction reconciliation. May utilize purchasing card and prepare requisitions for supplies and materials.
8. Analyzes and distributes various budget reports and related documentation on a monthly, quarterly and/or annual basis. Serves as liaison to budget, finance, business and procurement offices.
9. Supports site-based leadership positions as designated by the appropriate executive member.
10. Plans, researches, initiates, and carries out to completion recurring or special assignments.
11. Takes minutes of meetings, prepares confidential documents and follows up to ensure timely reply and action. Maintains control on action documents and follows up to ensure timely reply and action.
12. Develops and implements departmental standard operating procedures and interprets and communicates policies and procedures to faculty and staff.
13. Answers, screens and refers telephone calls. Takes messages. Opens, organizes and screens mail.
14. Establishes and maintains excellent working relationships with individuals at all levels within the District and the community.
15. Operates and conducts training on standard office equipment, software systems and budget systems as needed to perform tasks. Accesses, inputs, and retrieves information from automated systems and District information systems.
16. May supervise assigned personnel such as part time support staff and interns.
17. Performs other duties as assigned.

QUALIFICATIONS AND REQUIREMENTS

1. HS diploma/GED or equivalent work experience.
2. Demonstrable proficiency with Microsoft Office productivity software: Word, Excel, PowerPoint, and Access.
3. A demonstrated commitment to equity and inclusion.
4. Must be able to perform all of the essential functions of the job with or without reasonable accommodation.
5. Valid IVP Fingerprint Clearance Card.

PREFERRED:

1. An Associate’s degree from a regionally accredited institution.
2. Advanced secretarial training.
3. Progressively responsible experience involving staff assistance and advanced secretarial/administrative work, which demonstrates the ability to work without close supervision.

Knowledge Skills Abilities

1. Strong interpersonal skills and ability to establish and maintain effective working relationships with employees and the public.
2. Ability to operate within a confidential environment.
3. Ability to analyze a variety of administrative problems and to make sound recommendations.
4. Ability to communicate effectively both orally and in writing.
5. Ability to think critically, work independently and problem solve.
6. Ability to work effectively in a diverse community and meet the needs of diverse student populations.

Working Conditions

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

While performing the duties of this job, the employee is frequently required to sit and reach with hands and arms. The employee is regularly required to use hands and fingers to handle, or feel objects, tools, or controls; type/keyboard; and talk or hear. The employee is occasionally required to stand and walk. Employee must on occasion lift/move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

TERM OF EMPLOYMENT:  Full-Time Position - 12 months, Monday - Friday, 8 hours a day.

SALARY CLASSIFICATION:  Appropriate salary placement on the Classified Hourly Salary Schedule.

EVALUATION:  Performance of this job will be evaluated by Site Administrator and according to District Policy.

TOTAL PAID HOLIDAYS: 21

HUSD participates in the Arizona State Retirement System; Defined Benefit Plan provides for lifelong monthly retirement income for qualified members.

Salary : $21 - $25