Executive Assistant to the Superintendent and Board of Directors - Glendale School District

Douglas Education Service District•Glendale, OR

3d•Onsite

About The Position

Glendale School District is accepting applications for an Executive Assistant to the Superintendent and Board of Directors to begin immediately. This role serves as a confidential secretary to the superintendent and school board, and as Athletic Secretary for the district. The position provides comprehensive secretarial, administrative, and operational support to ensure efficient office operations and effective, timely service to district leadership, Board of Directors, athletic programs, staff, students, parents, and the community. Additionally, the role performs accounts payable duties to ensure accurate and timely processing of district purchasing activities.

Requirements

High school diploma or GED required.
Demonstrate proficiency with computerized accounting programs, word processing, spreadsheets and database applications.

Nice To Haves

College education or coursework in business administration, accounting, office administration, or a related field preferred; or an equivalent combination of education and verifiable work experience demonstrating the required knowledge, skills, and abilities.
Experience providing executive-level administrative support, accounts payable, or office management is preferred.

Responsibilities

Provide secretarial and office assistant services to the Superintendent and Board of Trustees; coordinates flow of administrative action and communications to and from Superintendent's office, including all district support services; communicates with the public on behalf of the Superintendent, receives questions raised by the public, district personnel and Board of Directors.
Provide administrative and clerical support for the district's athletic programs and Athletic Director, including scheduling, communications, and recordkeeping.
Assist with coordinating athletic documentation, event logistics, transportation requests, purchasing activities, and compliance reporting for interscholastic athletics.
Make arrangements for and handle the scheduling of meetings involving the superintendent, keep the superintendent's calendar and the school board's calendar.
Perform accounts payable duties for the district not limited to but including, credit card management for the district; researching and verifying accounts payable invoices; processing invoices for payment; running and distributing vendor check payments; and verifying invoice approvals.
Respond to vendor inquiries, research billing status, process credit card reconciliation payments, and resolve issues with vendors.
Process purchase orders and requisitions assuring proper approvals, code and record the purchase of supplies as required.
Process receipts timely and maintain an organized system to ensure accuracy and promptness.
Manage, maintain, and update the district website, including agendas, approved minutes, and other required information; support and coordinate district communications.
Compose correspondence, memos, documents, reports, agendas, and minutes not requiring personal responses by the superintendent.
Provides updated information to superintendent on school board policy revisions.
Prepares policies for school board review and adoption and maintains current adopted policies and administrative regulations on the district website.
Process and maintain applications for non-resident students and out-of-attendance area requests.
Provide the school board and superintendent with reports, documents, summaries and recommendations upon request.
Acts as liaison between school board members/news media and district office personnel.
Works closely with other staff to conduct detailed analyses of expenditures.
Assist in budget preparations, monitor departmental budget, prepare statistical reports and schedules, and notify appropriate personnel of any budget-related problems.
Coordinate special projects as directed. (i.e., Annual Awards Banquet, August Inservice, Community Forum)
Maintain information and communications from state agencies, professional organizations, and legislative sources affecting district operations.
Assist in monitoring changes in legislation, Oregon Revised Statutes, Oregon Administrative Rules, and board policies, and brief the Superintendent on relevant updates.
Perform such other tasks as may deem to be appropriate to the board or superintendent.