ESD 113- Executive Assistant

Capital Region ESD 113•Tumwater, WA

6d•Onsite

About The Position

The job of Executive Assistant is done for the purpose/s of providing a wide variety of complex, diverse, and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school and system staff, other school systems, and public agencies; ensuring compliance of Superintendent's office and Board activities with financial, legal, and administrative requirements; and acting as liaison between the Superintendent, the staff and the public to provide information, address a variety of issues, and provide general support. Work is performed with minimal supervision, requires independent thinking and the exercise of good judgment. This position interacts on a daily basis with executive management, elected officials, representatives of outside organizations and the general public. This job reports to the Superintendent.

Requirements

Knowledge is required to perform algebra and/or geometry; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions.
Specific knowledge based competencies required to satisfactorily perform the functions of the job include: organizational procedures and protocols; financial, legal, and administrative requirements; board operations and governance; public agencies and operations; and office management practices.
Skills are required to perform multiple, highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions.
Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; preparing and maintaining accurate records; planning and managing projects; developing effective working relationships; and exceptional verbal and written communication skills.
Ability is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a number of factors when using equipment.
Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using a variety of standardized methods.
Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment.
Independent problem solving is required to analyze issues and create action plans.
Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is moderate to significant.
Specific ability based competencies required to satisfactorily perform the functions of the job include: organizing and prioritizing complex tasks and activities; maintaining confidentiality of sensitive information; exercising good judgment in dealing with diverse situations; working independently under time constraints; establishing and maintaining effective working relationships; dealing with frequent interruptions and changing work priorities; managing multiple complex projects; and working in a professional and diplomatic manner.
Job related experience with increasing levels of work responsibility is required.
High School diploma or equivalent.
Valid Driver's License and Evidence of Insurability
Criminal Justice Fingerprint/Background Clearance
WA State Sexual Misconduct Disclosure Release

Nice To Haves

Associates degree or significant relevant experience preferred.

Responsibilities

Acts as liaison to the Superintendent and Executive Team (e.g. scheduling appointments, coordinating superintendent's schedule, establishing priorities, briefing him/her before meetings, etc.) for the purpose of ensuring the smooth operation of Administration.
Attends Board meetings for the purpose of ensuring the actions of the Board are recorded accurately and efficiently resulting in permanent Board minutes.
Compiles data from a variety of sources (e.g. agenda items, special projects and assignments, payroll, budget, etc.) for the purpose of complying with financial, legal, and administrative requirements.
Composes complex documents (e.g. executive summaries, correspondence, agendas, minutes, etc.) for the purpose of communicating information to ESD 113 personnel and the public.
Coordinates a variety of programs and activities (e.g. meetings, appointments, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of facilities and equipment while delivering services in conformance to established guidelines.
Ensures accurate approval and publishing of new and updated Board Policies and agency procedures for the purpose of best-practice management and communication to staff and the public.
Evaluates situations involving a variety of groups and individuals (e.g. staff, students, parents, the public, etc.) for the purpose of taking appropriate action and directing to appropriate personnel for resolution.
Maintains a variety of documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
Makes travel arrangements, and processes all travel reimbursement requests for the purpose of ensuring Board travel is processed accurately and in accordance with Board-specific travel policies.
Manages Superintendent's calendar of activities and appointments (e.g. scheduled appointments, travel, meetings, etc.) for the purpose of organizing and prioritizing routine tasks while using independent judgment as necessary.
Manages the Board meeting schedule to comply with all requirements for the purpose of notification and best-practice scheduling.
Monitors assigned activities and program components for the purpose of coordinating activities and ensuring compliance with established financial, legal, and administrative requirements.
Performs a variety of financial functions for the Administration team (originates purchase orders, reconciles credit card statements, processes expense reimbursement requests, etc.) for the purpose of ensuring accurate financial record keeping and audit compliance.
Provides administrative coordination of special meetings, functions, events and receptions for the purpose of ensuring all requirements are met and events proceed smoothly.
Manages public relations and communication activities on behalf of the Superintendent for the purpose of maintaining positive relationships with internal and external stakeholders.
Maintains confidentiality of sensitive and privileged information for the purpose of protecting the privacy of the Superintendent and Board.
Researches and gathers information and data for the purpose of assisting the Superintendent in making decisions and providing recommendations.
Supports and assists the Board and Superintendent in a variety of administrative activities for the purpose of facilitating their work and responsibilities.
Travels, as needed, for the purpose of supporting the Superintendent and fulfilling assigned duties.
Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.