Executive Assistant to the Superintendent

About the position

Serves as Executive Assistant to the Superintendent and Board of Directors. Performs highly responsible, confidential, and complex assignments for the Superintendent of Schools and the Board of Directors. The Executive Assistant to the Superintendent and Board of Education differs from other Administrative Assistant positions in the level of responsibility and interaction with the Board of Directors, district administrators, outside governmental agencies, the public, and the news media, as well as the level of independent judgment and discretion required. This position is part of the Confidential, Supervisory, Professional Technical group which is distinguished from the classified unit by the assignment of duties that are directly related to the negotiations and employee/employer relations functions of the Superintendent's office.

Responsibilities

• Maintains confidentiality.
• Makes judgments about the interpretation and application of Board policy under the direction of the Superintendent.
• Serves as secretary to the Superintendent and Board of Directors, handling appointments, mail, phone calls, correspondence, policy and filing.
• Records, transcribes, distributes and maintains files of minutes of Board and Budget Committee meetings and workshops.
• Assures that meeting and other legal notices are prepared and properly distributed and posted in a timely manner.
• Prepares and distributes Board agenda packets at the direction of the Superintendent.
• Schedules and plans for meetings of the Board of Directors, Budget Committee, Leadership Team and other groups as directed by the Superintendent or Board Chair.
• Plans, coordinates, attends and takes minutes at all regular Board meetings, workshops, study sessions, and closed sessions of the Board of Directors and the Budget Committee.
• Collaborates with the Board Policy Committee to revise Board Policy.
• Types, posts and distributes revised and adopted Board policies and administrative regulations.
• Assists the Superintendent and Board of Directors with correspondence assuring that notes of thanks, appreciation and recognition are sent on behalf of the Superintendent and Board.
• Establishes and monitors the Board and Superintendent budgets.
• Purchases supplies and equipment and processes purchase orders for the Superintendent and Board of Directors.
• Processes and documents all inter-district transfer requests.
• Manages office details by relieving the Superintendent of Schools of routine requests and matters.
• Serves as a member of the Superintendent's Cabinet and Leadership Team.
• Schedules and coordinates travel and conference arrangements for Superintendent of Schools and Board members.
• Coordinates timely receipt of Board of Directors agenda items.
• Schedules, coordinates, trains and directs the activities of clerical and other office personnel as directed by the Superintendent to maximize efficient workflow.
• Creates and processes letters, newsletters, e-mails, and other documents independently for the Superintendent of Schools.
• Provides effective oral and written communication.
• Maintains relationships with the members of the Board of Directors, district office staff, school district personnel, outside agencies, the public, and the news media.
• Keeps the Superintendent of Schools apprised of potential problems and concerns.
• Assists in preparing communication bulletins to the Board regarding organizational updates and activities.
• Edits letters, reports, newsletters and any related publications for the Superintendent of Schools and Board of Directors.
• Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed.
• Prepares purchase orders and requisitions.
• Monitors receipt of materials and invoices; processes mileage claims.
• Maintains official files of Board minutes, agendas and resolutions; maintains permanent, historical records of the Board of Directors; maintains Board Bylaws, Board Policies and Administrative Rules and Regulations database and files.
• Performs Special projects as assigned by the Superintendent and/or the Board of Directors including the planning, coordination and implementation of school district special elections and Board elections.
• Serves as secretary to the Board of Directors by planning, coordinating, and attending meetings.
• Attends Cabinet, Principal and Leadership Team meetings.
• Researches and compiles data for projects as assigned.

Requirements

• Prior administrative clerical experience required.
• Experience in Board operations and management preferred.
• Extensive satisfactory experience at the executive secretarial level, preferably in a public education environment.
• Coursework in business administration, human resources or a related field is desirable.

Nice-to-haves

• Bilingual (English/Spanish) skills desired.

Benefits

• Salary based on experience.
• CSPT Salary Schedule (24-25) $59,766 - $80,344.