Executive Assistant I

Santee School District Job Description

Position Title Executive Assistant I Department District Office

Direct Report Assistant Superintendent Approval/Revision Date 11/15/2022

Classification Confidential Pay Type Salary Schedule

Job Summary/Definition

Under the direction of the Assistant Superintendent, the Executive Assistant I will perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator; train and provide work direction and guidance to assigned personnel as directed.

Examples of Duties/Responsibilities

1. Perform highly responsible duties as the primary and confidential secretary to the Assistant Superintendent, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information

2. 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 officials, staff and the public, represent the Assistant Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public

3. Compose correspondence 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 and other materials as directed; prepare, format, edit, proofread and revise written materials

4. Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate the Assistant Superintendent’s calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities for the Assistant Superintendent

5. Receive sort and route incoming correspondence; review and determine priority of incoming mail; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing

6. Attend a variety of meetings; prepare related notices, reports, presentations and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel

7. 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

8. 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

9. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed

10. Prepare and maintain a variety of complex lists and records related to student information, personnel, financial activity and assigned duties, including those of a confidential nature; establish and maintain filing systems

11. Perform special projects and prepare various forms and reports on behalf of the Assistant Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the Assistant Superintendent’s area of responsibility and assigned programs

12. 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

13. Communicate with other departments, administrators, and outside agencies to coordinate activities, exchange information and resolve issues or concerns

14. Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines

15. Obtain and provide information, records, and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested

16. Develop, implement, and adjust office procedures to assure complete and timely operations; create office forms to facilitate and streamline workflow

17. Perform related duties as assigned

Qualifications Guide

Knowledge of:

• 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

Ability to:

• Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details
• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
• Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator
• 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 correspondence 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
• Type or input data at 50 words per minute from clear copy
• Take and transcribe dictation at an acceptable rate of speed
• 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 timelines
• Prioritize and schedule work
• Work independently with little direction
• Work confidentially with discretion
• Communicate effectively both orally and in writing

Training/Education and Experience

• Any combination equivalent to: graduation from high school or equivalent supplemented by college level course work in secretarial, business office or related field and four years of increasingly responsible secretarial experience, including experience in an administrative office.

Licenses:

Valid California driver’s license

Maintain qualification for automobile insurance coverage

Working Conditions/Physical Requirements:

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 the waist, kneeling, or crouching to file materials

Board Adopted: November 15, 2022

Apply here:

Executive Assistant I at Santee School District | EDJOIN

Job Type: Full-time

Pay: From $67,773.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location