Encinitas Union School District Executive Assistant
DEFINITION
Under general direction, serves as confidential assistant to a Cabinet member; plans, organizes, supervises and participates in highly skilled secretarial and technical operations related to administrator's assigned responsibilities; relieves administrator of administrative details, and does other related work as assigned.
DUTIES
Transcribes dictation tapes, voice mail, and verbal messages; answers correspondence independently; maintains administrator's calendar; processes administrative details not requiring immediate attention of the administrator; serves as the department office manager; collects and compiles information; develops procedures to give information; facilitates implementation of policies and programs; assists in preparing information for the budget; reviews and updates policy manuals; prepares agendas and other information for meetings and conferences; attends meetings and prepares minutes and summaries of actions taken; assists in maintaining contact and communications with individuals, groups and associations within the community and assists in coordinating communications with other offices in the District; possesses and uses strong interpersonal skills; provides information where judgment, knowledge and interpretation of policies, procedures, and regulations are necessary; receives complaints and takes steps to see that they are adjusted; prepares drafts and/or final reports of financial and statistical data by finding, assembling, and summarizing information; maintains control file of matters in progress and expedites their completion. May serve as notary public. Assists in preparation and proof reading of letters, documents, Board agendas, and substitutes in the absence of Board/Superintendent secretary. Performs specialized duties particular to the department to which assigned.
EMPLOYMENT STANDARDS:
Knowledge of:
- modern office methods and equipment including filing systems, receptionist and telephone techniques, letter and report writing, and proofreading
- correct English usage, spelling, grammar, punctuation and arithmetic
- rules, regulations, laws and policies governing District operations
Ability to
- organize an effective and efficient office
- assume responsibility and exercise sound judgment and discretion
- interpret and explain rules and policies and communicate effectively with administrators, teachers, employees and the public
- prepare and edit reports and other materials
- compose written communications independently
- transcribe dictation tapes, voice mail, and verbal messages
- use computer and software applications routinely used in office and department administration, i.e., Word, Excel, Access,
- type at a corrected speed of 60 words per minute preferred
- establish and maintain effective relationships with others
- obtain a notary certificate
Experience
- five (5) years of increasingly responsible secretarial and technical work specific to particular department assigned, including one year in an educational setting
Education
- equivalent to completion of twelfth grade plus additional course work in secretarial field and other training specific to particular department assigned
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to stand.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
4/08
Range: Confidential Salary Schedule
Requirements / QualificationsComments and Other Information Join our team as an Executive Assistant in Business Services. The Encinitas Union School District (EUSD) is looking for a dedicated and highly skilled Executive Assistant to support our Business Services Department. In this role, you will work directly under the guidance of our Assistant Superintendent of Business Services, serving as a crucial resource for our schools and the district office. If you thrive in a fast-paced environment, enjoy problem-solving, and are eager to make a positive impact in education, apply now and help us continue making a difference in the Encinitas community. Please see job description for further information.
EUSD is located in the North San Diego County along the coast. It serves nine (9) Kindergarten through sixth grade schools.
District's Vision: Encinitas Union School District ignites the limitless potential of all learners.
District's Values:
Joy -Through an intentional focus on the whole person, we create joyful learning environments for everyone.
Belonging - We ensure everyone feels valued, affirmed and celebrated.
Integrity - We practice honesty, transparency, and vulnerability to cultivate trust.
Service - We use our skills and resources to positively impact the environment and the lives of others.
Innovation - We are curious, creative and resourceful in pursuit of novel solutions to complex problems.
The selection process will consist of paper screening, a district administered test, pre-interview reference checks, panel interview, and performance task. Applicants who pass the paper screening will be invited to take the District Competency Exam on Thursday, April 17, 2025. Panel interviews will be scheduled for qualifying applicants on Friday, April 18, 2025 - time TBD.
Salary placement dependent upon experience; up to 6 years of work experience in the same or comparable classification is taken into consideration for salary placement.
Benefits Include: Medical, Dental, Vision, Life Insurance, PERS Retirement
15 Paid Holidays; 24 Paid Vacation Days
Post Retirement Medical Benefits: Employees who have 10 years or more full time service with EUSD will qualify at retirement for 5 years of Medical Benefits for the employee only.
LONGEVITY: Additional 4% added to annual range/step at 10 years, 3% at 15 years, 3% at 20 years and 3% at 25 years.
NOTE: This posting may be closed before April 13, 2025 based on applicant pool/district needs.
Successful candidates will be required to pass fingerprint background check, physical and drug screen and provide negative Tuberculin Skin Test result prior to working in Encinitas Union School District. Fingerprinting and TB test at applicant's expense. Physical/drug screen paid by EUSD. An original Social Security Card is required at the time of hire.
The Encinitas Union School District (EUSD) prohibits discrimination, harassment, intimidation and bullying in educational programs, activities, or employment on the basis of actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, immigration status, religious beliefs or customs, sexual orientation, parental, pregnancy, family or marital status, military status or association with a person or a group with one or more of these actual or perceived characteristics. For inquiries or complaints related to employee-to-employee, student-to-employee, or work/ employment related discrimination or harassment, contact: Angelica Lopez, Assistant Superintendent, Administrative Services, 101 South Rancho Santa Fe Road, Encinitas, CA, 92024; Ext 1181.
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