Executive Administrative Assistant

Executive Administrative Assistant

Perform executive level administrative assistance.

Qualifications:

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