Executive Assistant ; Confidential

Description

This is an Open Competitive recruitment to create an eligibility list for current and future vacancies. The current vacancy is a confidential position with a monthly salary ranging from $5,957.58 to $7,438.29. Successful candidates are expected to work eight (8) hours/day, five (5) days/week, and twelve (12) months/year, with additional work hours as mandated by the supervising executive.

Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.

Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.

Provides complex, diverse and confidential secretarial, administrative and support services to District executives at or above the department director level. Operates in an environment characterized by involvement in broad District-wide issues and interaction with District board members and top executives and representatives of professional groups on complex and sensitive matters.

• Provides confidential secretarial and administrative support to District executives at or above the department director level; types and drafts board agenda materials, memoranda, correspondence, reports, contracts, forms, technical reports and other documents; types from drafts, notes, dictation or brief oral instructions using word processing software; checks materials for accuracy, completeness, and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete;
  
  composes correspondence, reports and informational materials; sends and receives faxes.
• Maintains the executive's calendar; coordinates, arranges, schedules and confirms meetings; arranges for meeting set‑up and refreshments; attends meetings, takes notes and transcribes minutes; screens requests for appointments; creates, updates, maintains and distributes event calendars.
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information from officials, customers and the public, refers the request to appropriate staff and/or takes or recommends action to resolve the issue.
• Reviews, proofreads and edits department agenda items for board meetings and meetings of committees and commissions; maintains files for board agenda materials; provides information to department heads and managers on pending board matters, District projects and assignments and a variety of other matters; assembles, mails out and/or hand delivers board agendas to staff; posts agendas for public viewing; assists in gathering and assembling information to be included in packets to be sent to board members;
  
  reviews documents such as requests and contracts for accuracy, completeness and conformance to applicable guidelines, rules and regulations; confirms budget expenditures; verifies and initials documents and obtains executive approval; files agendas on the Board of Education's net server; briefs administrators on the content of board agenda items and discusses appropriate funding information to meet office guidelines.
• Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains a variety of standard and specialized office files.
• Prepares and sends in registration for staff and director attendance at conferences, workshops or seminars; prepares checks for fees; prepares commission agenda items for conference attendance; maintains records of travel claim forms and cash vouchers; arranges travel accommodations; receives, checks for accuracy and prepares mileage forms.
• Attends to a variety of office administrative details; establishes, maintains and updates confidential,…