Executive Assistant II

Job Description

Job Title: Executive Assistant II

FLSA Exemption Status: Non-Exempt

Classification Group: Educational Office Professionals

Supervising Position: District Leadership Team Member or designee

Pay Plan: Educational Support Personnel

Pay Range: Range 15

Last Updated: 7/16/2024

Pay Information

Benefits Information

JOB SUMMARY: Perform administrative support and related services for a member of the District Leadership Team. Handle details of a confidential nature. Requires broad knowledge of operations and policy, and a high level of experience, discretion, and technical skill. Usually operates with great latitude for independent judgment and initiative. Assignments include: Career, Innovation, and Student Engagement; Deputy Superintendent; Communication Services; Equity, Culture, and Community Engagement; Fiscal Services; Health Services; Human Resources; Information Systems; Legal Services; Operations; and Special Populations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions Frequency Percentage of Time
1.

Schedule appointments and maintain the Cabinet member's calendar. Schedule and coordinate meetings, interviews, and facilities, which may include travel and lodging arrangements for the Cabinet member, and other delegations from the District. Daily, 30%
Daily 30%
2.

Respond to telephone calls, e-mails, and faxes. Route calls, take messages, and assist personnel and the community regarding concerns, questions, and incidents. Process and prioritize incoming mail. Daily, 20%
Daily 20%
3.

Draft and/or prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Research and collect data for reports. Proof material for errors. Record and distribute minutes of meetings. Weekly, 20%
Weekly 20%
4.

Prepare high-level information for presentations to the Board of Education, various community/parent/guardian groups, and employee groups (e.g., utilizing word processing, automated presentation, automated spreadsheet, desktop publishing, communication, and database software applications), including regularly submitting Board resolutions. Weekly, 10%
Weekly 10%
5.

Set up and maintain files, databases, and records which may contain confidential information. Weekly, 10%
Weekly 10%
6.

Maintain and evaluate department budgets to provide updated reports to the department's leadership team. May also coordinate various budgets for special District programs. Maintain department supply inventory and process purchase orders and other financial documents. Work closely with vendors to provide end receipt and payment approvals. Monthly, 5%
Monthly 5%
7.

Perform other duties as assigned or requested.
Daily 5% TOTAL 100%

REPORTING RELATIONSHIPS: This job has no direct supervisory responsibilities.

• N/A

MINIMUM QUALIFICATIONS: The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• Associate's degree
• Five (5) years of administrative assistant/clerical, human resources, budget, payroll, accounting, or School Support Para-Educator experience
• Intermediate knowledge of common office application software.
• Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc
• Advanced knowledge of Microsoft Office
• Intermediate accounting/bookkeeping skills
• Advanced organizational skills
• Advanced interpersonal relations skills
• Advanced verbal and written communication skills
• Ability to operate common office equipment
• Ability to create, maintain, and enhance documents, presentations, and databases using various software
• Ability to be adaptive to changing needs
• Ability to work independently and collaboratively with others
• Ability to maintain confidentiality in all aspects of the job

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS: The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Typically a very quiet noise level
• Work location is subject to change to meet the requirements of the organization
• Frequent bending and reaching
• Occasional lifting, pulling, and pushing
• Occasional standing and walking
• Manual dexterity to operate a computer keyboard
• Repetitive motions

DESIRED QUALIFICATIONS: Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement
• Bachelor's degree