Executive Administrative Assistant

TITLE:   Executive Administrative Assistant

JOB DESCRIPTION:

Perform executive level administrative assistance.

QUALIFICATIONS: 

1. Education and/or experience equivalent to a High School Diploma or GED (required)
2. Associate Degree from an accredited college or university in Public Administration or related field (preferred)
3. Five (5) years of administrative experience preferably in a school district environment
4. State of Arizona Identity Verified (IVP) Fingerprint Clearance Card.

1. Some positions may require fluency in Spanish.
2. May require notary public license

 ESSENTIAL FUNCTIONS: 

(Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

• Coordinate and schedule appointments; maintain calendars.
• Screen calls and direct to appropriate staff.
• Direct, answer, and assist staff, parents, and community members in researching School Board policies.
• Coordinate and prepare items for consideration for governing board action at public and executive session meetings.
• May attend board meetings; prepare meeting agenda and handouts; record and maintain accurate meeting minutes; serve as back-up public liaison.
• Prepare correspondence; independently research issues and concerns; prepare reports.
• Maintain department budget financial information, prepare purchase order requests, maintain Kronos (if applicable); maintain other systems specific to department.
• Perform other duties as assigned.

 KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS: 

• Knowledge of federal, state and district rules and regulations related to public meetings
• Knowledge of district departments, rules, policies and procedures
• Knowledge of computer database applications and spreadsheets including Munis, Genesis, Kronos, the district Website, and Substitute Reporting System
• Knowledge of public relations/customer service practices and procedures
• Knowledge of general office practices and procedures
• Skill utilizing verbal and written communication skills to develop correspondence, reports, and specialized materials and spreadsheets
• Skill creating purchase orders in Munis, editing Kronos, creating work orders in the TMA System, and utilizing Genesis for student information (if applicable)
• Skill coordinating and scheduling meetings, appointments, transportation, and staff
• Skill prioritizing, assigning and reviewing work
• Skill monitoring and administering department or program budgets
• Skill accurately entering, updating, retrieving and maintaining databases pertinent to area of assignment
• Skill maintaining confidential files and records
• Skill utilizing independent discretion and judgment
• Skill accurately transcribing minutes of public meetings, reports and correspondence
• Skill utilizing public relations/customer service skills in responding to requests, inquiries and complaints
• Skill establishing and maintaining effective working relationships
• Skill in, but not limited to:

• Email
• Word Processing
• Spreadsheets
• Databases
• Presentation Software
• Accounting and basic math
• Use of standard office equipment

 WORKING CONDITIONS:

General office environment

May require working outside normal hours

PHYSICAL EFFORT:

Repetitive motion and eye strain through extensive utilization of computer hardware and software

CATEGORY:  Classified

WORK YEAR: 12 months

REPORTS TO:  Chief of Focus Area

EVALUATION:  Classified Personnel Evaluation

SUPERVISES:  N/A