Executive Assistant I - Maintenance West
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Job Title: Executive Assistant I |
FLSA Exemption Status: Non-Exempt |
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Classification Group: Educational Office Professionals |
Supervising Position: Director or designee |
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Pay Plan: Educational Support Personnel |
Pay Range: Range 11 |
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Last Updated: 07/16/2024 |
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JOB SUMMARY: Make administrative decisions and take action in the executive’s absence as directed. Relieve the executive director of minor administrative details. Exercise frequent independent judgment within agreed-upon limits. Schedule regular and special meetings and preparing agendas. Keep minutes of meetings. Prepare confidential correspondence and maintain classified files. Perform other high level clerical functions, including receiving visitors, scheduling appointments, and making travel arrangements. May lead other clerical employees concerning proper procedures, methods, and standards. Assignments include: Curriculum and Instruction; Elementary School Education; Equity, Culture, and Community Engagement; Fiscal Services; High School Education; Legal Services; Middle/Elementary School Education; and Operations.
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 | |
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1. |
Respond to telephone calls, e-mails, and faxes. Route calls, take messages, and assist personnel and the community in regard to concerns, questions, and incidents. Guide people to proper personnel, offices, and buildings. Process and prioritize incoming mail. | Daily | 25% |
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2. |
Draft and/or prepare letters, memorandums, reports, labels, forms, special projects, presentations, and related materials that may be highly confidential. Produce documents of a specialized nature. Proof material for errors. May record and distribute minutes of meetings. | Daily | 20% |
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3. |
Schedule appointments and maintain the calendars for the executive director and other department personnel. Use district applications to organize, plan, schedule, and coordinate meetings and facilities for the department and for related district events. Assist with the preparation of materials needed for meetings. | Daily | 20% |
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4. |
Research and collect data to compile statistics and prepare regularly scheduled or special reports (e.g., Board resolutions, staffing pool, updates, special programs, assessment reports, etc.). | Daily | 15% |
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5. |
Maintain and evaluate department budgets to provide updated reports. Maintain department supply inventory, place supply orders, and process purchase orders and other financial documents. May also coordinate various budgets for special district programs. | Daily | 15% |
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6. |
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
- High School Equivalency (HSE) diploma
- Four (4) years of administrative assistant/clerical, human resources, budget, payroll, accounting, or School Support Para-Educator experience
- Intermediate knowledge of common office application software
- Intermediate knowledge of Microsoft Office
- Advanced knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
- Intermediate accounting/bookkeeping skills
- Advanced organizational skills
- Advanced interpersonal relations skills
- Ability to operate common office equipment
- Ability to create, maintain, and enhance documents, presentations, and databases using various software
- Intermediate verbal and written communication skills
- 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 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
- Visual concentration and depth perception.
- Eye/hand coordination (e.g., typing, ten key)
- Speaking and hearing
- Concentrated reading/writing/mathematics
- Varying noise levels
- May occasionally be exposed to outdoor weather conditions
- Normal office environment
- Normal school district environment
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
- Associate degree or equivalent amount of higher education
- Experience working in an educational environment
Average salary estimate
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If you're looking to make a tangible impact in the world of education and thrive in a dynamic environment, Cherry Creek Schools has an exciting opportunity for you as an Executive Assistant I in Maintenance West, located in beautiful Colorado. In this role, you will be the right hand of our executive director, ensuring smooth administrative operations and keeping everything running efficiently. You’ll be tasked with a variety of responsibilities that include managing calendars, scheduling meetings, drafting confidential correspondence, and even preparing minutes for those important discussions. Your organizational skills will be put to the test as you help compile reports, maintain budgets, and handle various clerical duties. We value proactive team players, so being adaptive and having the ability to prioritize tasks will be key to your success here. You'll also engage with diverse individuals within the educational community, making your interpersonal skills vital. With a foundation built on integrity and a commitment to supporting our educational mission, this position is perfect for someone looking to grow in a collaborative environment. If you have a knack for multitasking and an eye for detail, we would love to see you bring your skills to Cherry Creek Schools. Not only do we offer a competitive pay plan and benefits, but we also take pride in fostering a supportive workplace where our staff can thrive. Join us, and let’s work together to make a difference in the lives of our students and community!
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