Department Executive Assistant

Position Type:

Support Staff (Non-Classroom)/Department Executive Assistant

Date Posted:

6/3/2026

Location:

Finance

Date Available:

06/15/2026

Closing Date:

06/30/2026

 Additional Information:
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Position Length: 12 Month Long (Exempt)

Job Grade:
Exempt Support Staff - Department Executive Assistant

Annual Rate: $55,224 and up depending on experience

Hours Per Day: 8

Application Procedure:
Apply online

Fingerprint Clearance Card:
Must have a Level One IVP Fingerprint Clearance Card prior to processing. Please follow these steps:
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Department Executive Assistant

Purpose Statement

The job of Department Executive Assistant is done for the purpose/s of ensuring that personnel procedures conform to district policies; providing a wide variety of complex and confidential secretarial support to multiple department administrators (Directors, Executive Directors, and Assistant Superintendents); acting as a liaison between department administrators, and other parties; and monitoring assigned programs and/or projects.

Essential Functions

* Assists in planning, organizing and developing programs for the purpose of ensuring compliance with district, state and/or federal requirements and meeting the educational objectives of the District.

* Composes documents (e.g. Letters, agendas, minutes, bulletins, reports, etc.) For the purpose of documenting events, providing and/or requesting information.

* Evaluates situations (e.g. Involving other staff, students, parents, the public, police, probation department, etc.) For the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

* Informs personnel regarding a variety of procedures and program requirements for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with established fiscal guidelines.

* Maintains a variety of confidential files and records (e.g. personnel files, student records, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.

* Monitors assigned departmental activities and/or program components for the purpose of ensuring that goals are achieved, target dates are met and financial, legal and/or administrative requirements are satisfied.

* Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.

* Prepares a wide variety of written materials (e.g. Board Summaries, reports, memos, letters, salary projections, agenda items, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

* Processes documentation (e.g. work requests, information and programming needs, enrollment, etc.) For the purpose of disseminating information in compliance with program, district, state and/or federal requirements.

* Researches a wide variety of topics (e.g. Current practices, policies, education codes, employment laws/regulations,) for the purpose of providing information for addressing a variety of administrative requirements and/or maintaining compliance with current legal requirements.

* Responds to inquiries for the purpose of providing information and/or direction.

* Supervises assigned personnel (e.g. schedules, evaluates, trains, recommends new hires, recruiting, screening, etc.) for the purpose of ensuring department functions are performed efficiently and in conformance with required regulatory standards.

* Supports assigned administrator for the purpose of providing assistance with his administrative functions.

Other Functions

* Assists other personnel for the purpose of supporting them in the completion of their work activities.

Job Requirements

Mental Requirements

Learning Development
- Level D Specialized vocational or technical knowledge providing a command of certain technical, administrative, and/or operative practices and techniques. Learning development involves the completion of a formal technical/vocational curriculum often resulting in a degree.

Problem Solving - Level 3 Work situations are of sufficient scope and variety that significant interpretation and evaluation is required to successfully recognize and define problems. Highly technical judgments and/or constructive thinking involved. Alternative solutions must be considered and short-term action plans must be developed and sequenced.

Physical Requirements

Physical Skill - Level B Some learned physical skill is required. Certain coordinated finger, limb, or body movements must be performed in the course of regular work routines. These can usually be learned and competency developed on the job over a relatively short period of time.

Physical Effort - Level 1 Minimal physical exertion is required. Most job time is spent sitting with occasional walking. Occasional lifting, guiding, and carrying of lightweight materials or equipment.

Social Requirements

Human Relations Skill
- Level B Job requires patience in communication and…