Executive Administrative Assistant

Tempe School District No.3 • Tempe, AZ

3d • Onsite

About The Position

Perform executive level administrative assistance. This role involves coordinating and scheduling appointments, maintaining calendars, screening calls, and directing inquiries to appropriate staff. The position also requires assisting staff, parents, and community members with School Board policies, and coordinating materials for governing board meetings. Responsibilities include preparing correspondence, researching issues, preparing reports, and managing department budgets and financial information. The role may also involve attending board meetings, preparing agendas and handouts, recording minutes, and serving as a public liaison.

Requirements

• High School Diploma or GED (required)
• Five (5) years of administrative experience preferably in a school district environment
• State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
• 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
• Proficiency in: Email, Word Processing, Spreadsheets, Databases, Presentation Software, Accounting and basic math, Use of standard office equipment

Nice To Haves

• Associate Degree from an accredited college or university in Public Administration or related field (preferred)
• Some positions may require fluency in Spanish.
• May require notary public license

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED