What are the responsibilities and job description for the Executive Assistant to the Superintendent position at Martinez Unified School District?
Martinez Unified School District
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT
12-Month Position
BASIC FUNCTION: Under the direction of the Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities, public relations and the flow of communications and information for the Superintendent.
ESSENTIAL DUTIES:
? Perform highly responsible duties as the primary and confidential secretary to the Superintendent, relieving the Superintendent of a variety of secretarial and administrative details; plan, coordinate and organize office and department activities and the flow of communications for the Superintendent; maintain confidentiality of privileged and sensitive information.
? Attend Board of Education Meetings, take notes of business transacted and transcribe reports of minutes for review and editing by the Superintendent.
? Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from the media, parents, legislators, education/business community, staff and the public, representing the Superintendent by phone and written communication including e-mail; interpret laws, rules, policies and regulations as needed.
? Compose correspondences independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists, flyers and other materials as directed; prepare, format, edit, proofread and revise written materials.
? Maintain and coordinate the Superintendent’s calendar of appointments; prepare and disseminate calendar of events; coordinate and arrange special events and appearances for the Superintendent; create, alter, adjust or delete appointments and meetings with education/community leaders and organizations, Cabinet, staff members and the public.
? Arrange for the Superintendent’s attendance at various functions, conferences and events; make air and ground travel, and hotel arrangements as needed; organize conference registration activities.
? Coordinate and organize public relations and related activities for the Superintendent; prepare and assure access of a variety of documents, files and other paperwork for the public; represent and develop a positive image of the Superintendent through office and personal community contacts; communicate with a variety of agencies and members of the community to enhance public relations.
? Receive, sort and route incoming correspondence including e-mail; review and determine priority of incoming mail; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing.
? Oversee and participate in various aspects of the Employee Recognition and Retirement Program; create and maintain database of annual award winners; order, distribute and invoice payment of awards; participate in organizing the presentation of awards to personnel at Board meetings.
? Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary.
? Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.
? Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collaborate with the Superintendent on the annual budget; make adjustments and changes as directed.
? Perform special projects and prepare various forms and reports on behalf of the Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the Superintendent’s area of responsibility and assigned programs.
? Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed.
? Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
? Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines.
? Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.
? Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
? Functions and secretarial operations of an administrative office.
? Organizational operations, policies and objectives.
? Applicable laws, codes, regulations, policies and procedures.
? Modern office practices, procedures and equipment.
? Record-keeping techniques.
? Correct English usage, grammar, spelling, punctuation and vocabulary.
? Oral and written communication skills.
? Interpersonal skills using tact, patience and courtesy.
? Budgeting practices regarding monitoring and control.
? Methods of collecting and organizing data and information.
? Business letter and report writing, editing and proofreading.
? Public relations techniques.
? Operation of a computer and assigned software. Extensive experience and expertise with Microsoft Office applications including Access, Excel, Word, PowerPoint and other database programs.
ABILITY TO:
? Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Superintendent of a variety of administrative details.
? Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
? Plan, coordinate and organize office activities, public relations and flow of communications and information for the Superintendent.
? Organize complex material and summarize discussions and actions taken in report form.
? Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
? Compose effective correspondences independently.
? Maintain a variety of complex and confidential files and records.
? Assure efficient and timely completion of office and program projects and activities.
? Understand and resolve issues, complaints or problems.
? Operate a variety of office equipment including a computer and assigned software.
? Establish and maintain cooperative and effective working relationships with others.
? Analyze situations accurately and adopt an effective course of action.
? Plan and organize work.
? Meet schedules and time lines.
? Prioritize and schedule work.
? Work independently with little direction.
? Work confidentially with discretion.
? Communicate effectively both orally and in writing.
? Type at a net corrected speed of 65 words per minute (must be verified with certified typing certificate dated within two years).
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field, and nine years of increasingly responsible secretarial or administrative assistant experience involving frequent public contact.
WORKING CONDITIONS: Office environment; constant interruptions.
PHYSICAL DEMANDS:
? Hearing and speaking to exchange information in person or on the telephone.
? Dexterity of hands and fingers to operate a computer keyboard.
? Seeing to read a variety of materials.
? Sitting or standing for extended periods of time.
? Bending at the waist, kneeling or crouching to file materials.
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT
12-Month Position
BASIC FUNCTION: Under the direction of the Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities, public relations and the flow of communications and information for the Superintendent.
ESSENTIAL DUTIES:
? Perform highly responsible duties as the primary and confidential secretary to the Superintendent, relieving the Superintendent of a variety of secretarial and administrative details; plan, coordinate and organize office and department activities and the flow of communications for the Superintendent; maintain confidentiality of privileged and sensitive information.
? Attend Board of Education Meetings, take notes of business transacted and transcribe reports of minutes for review and editing by the Superintendent.
? Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from the media, parents, legislators, education/business community, staff and the public, representing the Superintendent by phone and written communication including e-mail; interpret laws, rules, policies and regulations as needed.
? Compose correspondences independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists, flyers and other materials as directed; prepare, format, edit, proofread and revise written materials.
? Maintain and coordinate the Superintendent’s calendar of appointments; prepare and disseminate calendar of events; coordinate and arrange special events and appearances for the Superintendent; create, alter, adjust or delete appointments and meetings with education/community leaders and organizations, Cabinet, staff members and the public.
? Arrange for the Superintendent’s attendance at various functions, conferences and events; make air and ground travel, and hotel arrangements as needed; organize conference registration activities.
? Coordinate and organize public relations and related activities for the Superintendent; prepare and assure access of a variety of documents, files and other paperwork for the public; represent and develop a positive image of the Superintendent through office and personal community contacts; communicate with a variety of agencies and members of the community to enhance public relations.
? Receive, sort and route incoming correspondence including e-mail; review and determine priority of incoming mail; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing.
? Oversee and participate in various aspects of the Employee Recognition and Retirement Program; create and maintain database of annual award winners; order, distribute and invoice payment of awards; participate in organizing the presentation of awards to personnel at Board meetings.
? Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary.
? Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.
? Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collaborate with the Superintendent on the annual budget; make adjustments and changes as directed.
? Perform special projects and prepare various forms and reports on behalf of the Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the Superintendent’s area of responsibility and assigned programs.
? Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed.
? Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
? Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines.
? Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.
? Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
? Functions and secretarial operations of an administrative office.
? Organizational operations, policies and objectives.
? Applicable laws, codes, regulations, policies and procedures.
? Modern office practices, procedures and equipment.
? Record-keeping techniques.
? Correct English usage, grammar, spelling, punctuation and vocabulary.
? Oral and written communication skills.
? Interpersonal skills using tact, patience and courtesy.
? Budgeting practices regarding monitoring and control.
? Methods of collecting and organizing data and information.
? Business letter and report writing, editing and proofreading.
? Public relations techniques.
? Operation of a computer and assigned software. Extensive experience and expertise with Microsoft Office applications including Access, Excel, Word, PowerPoint and other database programs.
ABILITY TO:
? Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Superintendent of a variety of administrative details.
? Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
? Plan, coordinate and organize office activities, public relations and flow of communications and information for the Superintendent.
? Organize complex material and summarize discussions and actions taken in report form.
? Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
? Compose effective correspondences independently.
? Maintain a variety of complex and confidential files and records.
? Assure efficient and timely completion of office and program projects and activities.
? Understand and resolve issues, complaints or problems.
? Operate a variety of office equipment including a computer and assigned software.
? Establish and maintain cooperative and effective working relationships with others.
? Analyze situations accurately and adopt an effective course of action.
? Plan and organize work.
? Meet schedules and time lines.
? Prioritize and schedule work.
? Work independently with little direction.
? Work confidentially with discretion.
? Communicate effectively both orally and in writing.
? Type at a net corrected speed of 65 words per minute (must be verified with certified typing certificate dated within two years).
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field, and nine years of increasingly responsible secretarial or administrative assistant experience involving frequent public contact.
WORKING CONDITIONS: Office environment; constant interruptions.
PHYSICAL DEMANDS:
? Hearing and speaking to exchange information in person or on the telephone.
? Dexterity of hands and fingers to operate a computer keyboard.
? Seeing to read a variety of materials.
? Sitting or standing for extended periods of time.
? Bending at the waist, kneeling or crouching to file materials.