Administrative Assistant to the Superintendent & Board of Education

Salary: $61.19 - $67.53 Hourly
Location : Hayward, CA
Job Type: Annual
Job Number: 25-K52
Department: Superintendent's Office
Opening Date: 04/03/2025
Closing Date: 4/18/2025 5:00 PM Pacific

Description

Under the direction of the Superintendent, perform responsible and confidential secretarial and administrative support duties to relieve the Superintendent and Board of a variety of administrative details; coordinate communications and information; interpret policies and regulations to officials, staff and the public; maintain confidentiality of privileged and sensitive information; oversee the activities and operations of the Superintendent's office.
Examples of Duties

Perform responsible duties as confidential administrative assistant to the Superintendent and the Board of Education, relieving the Superintendent and Board members of a variety of secretarial and administrative details; maintain confidentiality of issues related to negotiations, District actions, personnel and students; oversee the activities and operations of the Superintendent's office.

Advise Superintendent and Board of Education on the legal requirements of the Brown Act regulations.

Prepare legal notices of all sessions of the Board of Education, in accordance with Brown Act regulations.

Attend Board meetings and perform various secretarial and administrative support duties for the Board, including coordination and preparation of agenda and supporting materials with departments; prepare minutes following Board meetings; maintain files of official minutes, resolutions and appropriate attachments.

Update and maintain policies as directed by the Board of Education.

Receive and screen visitors and telephone calls; respond to requests, complaints and questions from officials, staff and the public, representing the District by phone and written communication.

Obtain and provide information to staff and the public where judgment, knowledge and interpretation of policies and regulations and District functions and programs are required; make decisions regarding procedural matters within the scope of responsibility.

Serve as the Superintendent's liaison and communicate with a variety of District personnel, outside agencies and the public to exchange information, resolve issues or concerns and coordinate activities.

Compose correspondence independently on a variety of matters; compile and type various letters, reports, statistical data, memos, bulletins, lists and other materials as directed; review and check documents for completeness and accuracy and conformance with applicable rules, regulations and procedural requirements; establish and maintain office filing system and database records.

Schedule various appointments, events and meetings; arrange meetings and make travel arrangements; maintain and coordinate the Board's calendar; prepare and disseminate calendar of events.

Perform special projects and prepare various forms and reports on behalf of the Superintendent and Board; attend to administrative details on special matters as assigned.

Organize and attend a variety of meetings; take and prepare minutes; distribute minutes to administrative staff and the Board as appropriate; drive a vehicle to various sites to attend meetings.

Receive, sort, read, route and respond to mail as directed; identify and refer matters of priority; compose replies independently or from oral instructions; compile media clippings for Board members.

Train and evaluate the performance of assigned staff; recommend transfers, promotions and disciplinary actions.

Develop and oversee budgets of the Superintendent's Office and the Board of Education; arrange for budget transfers as necessary.

Maintain a variety of complex records, lists, files and records including confidential materials; assure confidentiality of information and records.

Operate a variety of office equipment including a copier, fax machine and typewriter; operate a computer and peripheral equipment to record information and generate lists, reports and other materials; utilize word processing and other software as required.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Functions and secretarial operations of an administrative office.
District organization, operations, policies and objectives.
Applicable sections of the State Education Code and other applicable laws.
Modern office practices, procedures and equipment.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Filing systems.
Telephone techniques and etiquette.
Letter and report writing, editing and proofreading.
Public relations techniques.
Operation of a computer and assigned software.
Principles and practices of supervision and training.

ABILITY TO:
Perform responsible and confidential secretarial and administrative duties to relieve the Superintendent and the Board of a variety of administrative details.
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Organize complex material and summarize discussions and actions taken in report form.
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
Compose effective correspondence independently.
Answer telephones and greet the public courteously.
Be proficient in keyboarding with speed and accuracy.
Maintain a variety of complex and confidential files and records.
Establish and maintain cooperative and effective working relationships with others.
Be flexible to perform work within changing priorities and possess sufficient interpersonal skill to work harmoniously with staff, students, administrators, parents and others.
Analyze situations accurately and adopt an effective course of action.
Understand and resolve issues, complaints or problems.
Plan and organize work.
Assign and review the work of others.
Meet schedules and time lines.
Work confidentially with discretion.
Operate a variety of office equipment including a computer and assigned software.
Communicate effectively both orally and in writing.
Establish and revise priorities of clerical work and office activities.
Train, supervise and evaluate assigned staff.
Understand and follow oral and written directions.
Work independently with little direction.
Minimum Qualifications

Any combination equivalent to: graduation from high school supplemented by two years of college-level course work in secretarial science, business administration or a related field and six years of increasingly responsible secretarial and administrative assistance experience involving frequent public contact.

LICENSES AND OTHER REQUIREMENTS:

Valid California driver's license.

Incumbent will be involved in field work which requires travel in personal vehicle to various sites.
Examination Information

Exams are required for ALL applicants
Qualifying Exam: (REQUIRED FOR ALL QUALIFIED APPLICANTS) Written/Performance Exam: Tuesday, April 22, 2025 at 9:00 am at HUSD District Offices (in person)
Oral Technical Interview: Monday, April 28, 2025 (tentatively via Zoom)

Dates are tentative, but it is highly recommended that you plan your calendar accordingly. No make-up dates will be offered.
Please note: The qualifying pass point on written examinations may be an actual score or an adjusted score based on the difficulty of the examination, the quality of the competition, and the needs of the service.
Positions in the job classification typically work 40 hours/week annually.
OTHER IMPORTANT INFORMATION: The duration of the eligibility list is 6 months unless extended by the Executive Director of Classified Human Resources and the Personnel Commission.
Applicants selected for permanent or substitute assignments are required to pay for fingerprinting services and obtain Tuberculosis results prior to beginning work. If you have any questions regarding the fees, please feel free to contact the Human Resources Department at .
Hayward Unified School District will provide a contribution of up to $2,500 per year to be used towards a District healthcare plan or cash in lieu of up to $1,350 per year. Full-time employees are required to purchase medical health benefits unless proof of alternate coverage is provided. Half-time and less than half-time employees may participate on a voluntary basis. The balance of health benefit costs are paid through a pre-tax payroll deduction.
Dental coverage is provided free of charge for all employees working 20 hours per week, or more. Family coverage is available and any additional premium will be employee paid.
Classified employees must participate in the CalPERS Retirement program.
All employees are enrolled in an Employee Assistant Program (EAP).
The District also offers various optional benefits including life insurance, short term disability, and a medical and dependent care flexible spending option.
For more information please view the Benefits tab of this job announcement.
The Hayward Unified School District is committed to educational equity so that every student realizes their innate potential, becoming a lifelong learner and having a positive impact on their community. Our mission is to draw from our community's rich diversity in order to create engaging and equitable educational experiences for students . click apply for full job details