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 |
|
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.
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.
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.
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.
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