Under general supervision of a Deputy Superintendent or Assistant Superintendent, to perform highly responsible secretarial duties in support of a division containing multiple departments; to conduct duties characterized by a high degree of delegated responsibility for administrative detail and autonomy in work duties; to provide coordination and oversight for numerous clerical/secretarial staff members within an assigned division; to compile and/or maintain data , including that related to confidential labor relations matters such as collective bargaining; and to perform other related duties.

Supports a Deputy or Assistant Superintendent by attending to administrative detail and other matters not requiring immediate administrator attention; represents the district in providing communication, customer service and public relations support pertaining to sensitive or confidential matters for Board members, parents, community leaders, legislators, outside officials, consultants, contractors, and the public; explains regulations, requirements, program guidelines, and District policies and procedures to internal and external stakeholders; and maintains confidentiality of privileged and sensitive information.

Performs varied and responsible secretarial and organizational duties to relieve the supervisor of administrative detail; receives, screens and routes requests, inquiries and complaints on behalf of one or more administrators within the Division; takes and relays messages; prioritizes incoming requests and concerns addressed to administrators; uses judgment and initiative to identify and independently respond to requests and concerns not requiring direct administrator involvement; and notifies administrators of emergent situations.

Maintains administrator calendars and assists with meeting reminders; schedules meetings and appointments for a variety of attendees; reserves conference rooms and facilities; prepares and disseminates calendar invites; makes arrangements for administrator/staff travel to trainings, conferences and other events; and maintains additional calendars for other individuals or groups within the Division.

Plans, coordinates and oversees office activities throughout the Division as directed; trains, supports and provides work-related guidance and oversight to clerical and secretarial staff; monitors timelines and deadlines for a variety of activities; and organizes and coordinates office activities and the flow of communication within the Division to ensure efficient and effective operations.

Communicates with the human resources department regarding staff movement and substitute needs throughout the Division; tracks staff work calendars, schedules, absences and extra hours; runs required reports; and maintains related records on behalf of the Division as assigned.

Assists administration with budgetary planning and development; maintains assigned budgets, tracks account strings, monitors expenditures and initiates budget transfers; and develops and maintains financial records to ensure compliance with federal and State requirements.

Submits purchasing requisitions and orders supplies; places print shop orders; prepares, processes and codes purchase orders and invoices; maintains and organizes supplies; coordinates with vendors; researches and recommends the purchase of equipment and materials as required; and enters work orders and communicates with maintenance staff to resolve concerns.

Plans, schedules, coordinates and attends a variety of meetings; drafts meeting agendas; develops and compiles information and documents for District meetings, trainings and workshops; and takes meeting minutes and notes.

Independently drafts or develops a variety of documents including correspondence, memos, forms, flyers, reports, and other material as directed; formats, reviews and proofreads documents; composes, modifies and reviews board agenda items, board policies, administrative regulations and independent agency agreements; compiles, prepares and disseminates information and documents as directed; and operates a variety of office equipment including a computer, printer, copier, scanner, calculator, fax machine, and assigned programs and software.

Conducts research and compiles information relating to standards requirements, State and federal regulations, County Office requirements, district policies and procedures, and pending legislation; drafts and/or prepares required reports for submission to District leadership or governmental agencies; inputs and tracks data in spreadsheets and databases; initiates data queries and generates a variety of computerized reports; reviews and processes a variety of forms; and organizes and maintains documents and files. May compile and/or maintain data relating to confidential labor relations matters such as collective bargaining.

Performs highly complex and responsible administrative support assignments and activities with little oversight; collaborates with other high level secretarial/administrative assistant staff throughout the District to plan events and complete projects; tracks project timelines; and may help assist with and monitor projects assigned to professional and/or administrative staff within the Division as directed.

Performs other related duties as assigned or necessary.

Bilingual positions translate and interpret both routine and complex written and oral communications between English and a designated second language.

An Executive Assistant reports to a Cabinet-level Deputy Superintendent or Assistant Superintendent and independently perform highly responsible and complex executive-level secretarial duties including managing sensitive contacts, providing technical and clerical support, coordinating division-wide activities, and relieving the supervisor of administrative detail in a Division-level office. An Executive Assistant to the Superintendent supports a Superintendent and members of the Board of Education by performing confidential and sensitive duties involving a high degree of responsibility for public contact, and prepares agendas and minutes of Board meetings to record all official records. An Administrative Assistant reports to a senior-level administrator below the level of Assistant Superintendent, and independently performs highly responsible secretarial duties to support a wide variety of complex activities and functions performed within a department having substantial organization-wide impact.

Knowledge of: Modern office practices, procedures, and equipment; computer operation and common office software applications; expert knowledge of correct English grammar, vocabulary, and basic composition; a designated second language (for bilingual positions only); basic accounting procedures; basic office coordination and training principles; basic record-keeping principles; and contractual provisions, district policies, and departmental program regulations and procedures.

Ability to: Establish and maintain effective working relationships with administrators, employees, staff of other agencies, community leaders, parents, and others; handle a wide variety of contacts, including highly sensitive or difficult ones with professionalism, tact, and sound judgment; utilize accurate and precise English language skills in oral and written communications; compose a wide variety of business correspondence, including non-routine ones with only brief instructions; learn, understand, apply, and explain functions and policies of supervisor and division; learn and utilize new software applications, including presentational ones, to assist supervisor and oversee departmental records and functions; work independently within general guidelines to support administrator effectively, establish appropriate priorities for own work, and coordinate timelines and projects with others; use good judgment in making decisions, keeping supervisor informed, and maintaining confidentiality of information; guide and oversee work activities of lower-level office staff; and type with efficiency and accuracy. Bilingual positions must also be able to translate/interpret both routine and difficult communications.

Essential Physical and Mental Activities and Work Environment: Work is performed in a typical office environment. With or without reasonable accommodation, incumbents must have sufficient visual acuity to read computer screens, regulations, reports, and other data all day; sufficient hearing to comprehend ordinary phone and personal conversation; sufficient clarity of speech to explain regulations and procedures by telephone, video conference and in person; dexterity of hands and fingers to operate a computer, other office equipment, and write legible reports; sufficient mental ability to understand and apply regulations and procedures, analyze and organize data, and learn software applications; physical ability to operate a computer and other common office equipment; bending, stooping, crouching, kneeling, and reaching to store and retrieve files, binders, and other records; lifting and carrying documents, books, and supplies weighing up to 25 pounds. Generally the job requires 60% sitting, 20% walking, and 20% standing.

Typical Background: High school graduation or the equivalent, preferably supplemented by an Associate in Arts or Associate in Science degree and/or college coursework in business or public administration, English, or related areas. Four years of experience in an advanced secretarial role with delegated responsibility for sensitive contacts and complex clerical/technical responsibilities including the utilization of complex databases, maintenance of spreadsheets and development of reports.

Experience in a public school district or other public agency is highly desirable.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

JW 5/24/00. Approved by the Personnel Commission on 5/30/00

Revised 07/24/2009-AT

Revised 11/13/13 – AS

Revised 10/2022-AL; Approved by Personnel Commission 10/27/2022