Job Description

Title:   EXECUTIVE ASSISTANT TO SUPERINTENDENT

Position Type: Non-Exempt

Primary Function:

Position is responsible for providing confidential administrative office support to the Division Superintendent and the School Board as required.

Minimum Qualifications:

• Successful completion of the "Secretary Skills Test" for the Secretary III level.
• Completion of high school or any equivalent training and two to three years of related work experience in progressively responsible positions preferably in a school system.
• Thorough knowledge of standard office practices, procedures, and equipment.
• Ability to type accurately and at a reasonable rate of speed; proficiency with Microsoft Office.
• Must possess the ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to understand and follow oral and written instructions.
• Ability to work independently with minimum supervision performing a variety of complex and routine tasks.

Performance Responsibilities:

• Performs a variety of administrative/clerical tasks as assigned by the Superintendent and the School Board as required.
• Uses knowledge of School Board policies, administrative procedures and clerical procedures to make decisions regarding assigned administrative duties in the absence of Superintendent.
• Knowledge of accounting / bookkeeping procedures.
• Functions as the Clerk of the Board as assigned by the School Board.
• Using BoardDocs, prepares agendas for printing and distribution for work sessions, regular meetings, special meetings, public hearings and special school board meetings.
• Completes various forms (e.g. work orders, purchase requisitions, expense statements, etc.), distributes copies appropriately, and tracks to completion.
• Composes communications as directed by Superintendent.
• Coordinates the schedule of the Superintendent including but not limited to making appointments, scheduling travel arrangements, scheduling and coordinating meeting arrangements and award presentations, performing the duties as the personal assistant for the Superintendent.
• Demonstrates ability to learn and use YCSD standard software to perform required tasks.
• Initiates and maintains files in a manner that ensures both easy access to information and compliance with the Records Retention and Disposition Schedule.
• Compiles information from various sources for records and reports.
• Answers the telephone and responds to the needs of the general public, parents, teachers, administrators and staff.
• Screens telephone calls to the Superintendent in courteous manner, takes accurate and complete messages and refers callers to other staff members when appropriate.
• Establishes calendar of monthly School Board meetings.
• Opens, sorts and prepares mail for School Board members and Superintendent.
• Make travel arrangements for School Board members and Superintendent.
• Responsible for sending to and collecting from School Board members, annual Statements of Economic Interest forms, as required by law.
• Sends out weekly correspondence to all School Board members as deemed necessary.
• Maintains a high level of ethical behavior and confidentiality regarding students, parents, and other staff members.
• Models nondiscriminatory practices in all activities.
• Models the YCSD Strategic Plan Values: Engagement, Growth, Innovation, Integrity, and Safety.
• Performs other duties as assigned.

Job Specifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Working Conditions & Physical Requirements:

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 accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

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. Duties are normally performed in an office environment.

Reports to:

Superintendent

Terms of Employment:

Twelve months a year. Salary determined according to the YCSD Pay Plan.

Evaluation:

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of non-licensed personnel.

11/4/2024