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HAMILTON UNIFIED SCHOOL DISTRICT
JOB TITLE: DISTRICT EXECUTIVE ASSISTANT
FULL TIME WITH GREAT BENEFITS
(Health, dental, vision, and life insurance; Retirement; Paid Vacation, Sick Leave and Holidays)
APPLY AT DISTRICT WEBSITE (www.husdschools.org) OR PREFERRED METHOD IS ON EDJOIN (www.edjoin.org). https://www.edjoin.org/Home/DistrictJobPosting/1183852
SALARY RANGE: Range 3 - Confidential Salary Schedule DIVISION: Classified Confidential
DEPARTMENT: District Admin LOCATION: District Office
REPORTS TO: Superintendent WORK YEAR: 12 month
APPROVED BY: Governing Board DATE: April 13, 2015
SUMMARY: Under the direction of the Superintendent, the District Executive Assistant exercises independent judgment in assisting the Superintendent and District Administration in administrative details requiring considerable knowledge, use and interpretation of District policies and procedures, performs highly responsible, confidential, and complex secretarial and administrative support services to the Superintendent, District Administration, and the Governing Board.
ESSENTIAL DUTIES AND RESPONSIBILITIES: This position may not include all the listed duties, nor do all of the listed examples include all tasks which may be found in this position. Other duties may be assigned.
1. Responsible for the efficient operation of the Superintendent and District Administration Offices.
2. Attends, takes, and transcribes minutes of meetings, including but not limited to Board meetings, cabinet meetings, negotiations, legal matters, and other administrative meetings.
3. Compose various letters of acknowledgment, appreciation, waivers, employment matters, or memoranda in the Superintendents name, as instructed, in addition to typing and proof reading correspondence already composed by the Superintendent or District Administration.
4. Gathers information, provides secretarial and organizational support, and reports to the Superintendent regarding personnel matters including administrative proceedings, litigation, lay-off proceedings, collective bargaining and annual agreements, and annual certificated assignment notices. Maintains organized records of each.
5. Gathers information, provides secretarial and organizational support, and reports to the Superintendent regarding all phases of student expulsions including preparing expulsion packets, letters, pre-expulsion and expulsion hearing dates, expulsion hearings, and logging and maintaining expulsion results.
6. Provides technical support to the Superintendent, District Administration, and the Governing Board.
7. Arranges and schedules appointments, meetings, and travel arrangements for the Superintendent, District Administration, and the Governing Board as needed.
8. Coordinates timely receipt of Board agenda items; plans, coordinates, and attends regular meetings; prepares and distributes notices, agendas, Board packets, and supplementary materials; schedules facilities and prepares minutes, meeting highlights and follow-up actions; and maintains official minute books.
9. Gathers information, provides secretarial and organizational support to the Superintendent regarding Board elections and/or appointments.
10. Maintains the School Boards Policy Manual and update as required, disseminate updates as appropriate. Maintain system for indexing and numbering of administrative guidelines.
11. Maintains the Department of Transportation files for District Drivers in coordination with the Director of Transportation.
12. Prioritizes and identifies critical tasks.
13. Obtain commitment and cooperation from others in order to assure maximum positive impact on educational programs and services.
14. Establish and maintains the District filing systems.
15. Process and maintain Inter district transfer requests.
16. Maintain and updates daily the District website.
17. Supports a variety of general secretarial duties including sorting and routing mail; receive and refer telephone calls; operate computer, copier, scanner, dictation equipment, and other equipment as required.
18. Remain current concerning issues, situations, and conditions of special interest to the Superintendent and Board members.
19. Receive calls and visitors and assists parents and community members with complaints and requests for services or information, referring them to the proper person for resolution.
20. Provides background information to the Superintendent for responses to inquiries from administrators, staff members, teachers, parents, or students.
21. Provides support on special projects.
22. Serves as a member of various committees and task forces as assigned, or attends meetings as requested by the Superintendent or District Administration.
23. Serves as the district liaison for public records requests with direct supervision of the Superintendent.
24. Research records and obtain information from other offices and agencies as necessary to perform assigned duties.
25. Conduct research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials; prepare reports involving research as directed for use by District Administration.
26. Works effectively with staff at all sites, District Administration, the public, and the Governing Board.
27. District CALPADS Coordinator.
28. Assist the Information Systems Manager with the administration of AERIES.
29. Verify for the Superintendent that data in AERIES is correct and lead district in data collection and reporting efforts.
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.
Knowledge of:
1. Organization, functions of the Governing Board, programs, operations, procedures, specific rules, and precedents of assigned office.
2. State Education Code and District policies and procedures.
3. The policies, responsibilities, functions, practices, and resources of public schools.
4. Agenda preparation and distribution techniques.
5. Modern office practices, procedures, and equipment.
6. Principles and practice of training and providing work direction to others.
7. Letter and report preparation techniques, including newsletters, bulletins and flyers.
8. Data management, storage, and retrieval systems.
9. Receptionist and telephone techniques and etiquette.
10. Interpersonal skills including tact, patience, and courtesy.
11. Correct English usage, grammar, syntax, spelling, punctuation, and vocabulary.
12. Operation of office machines.
13. Proficient in use of personal computer.
14. Proficient in use of Microsoft Office Suite or similar.
15. AERIES Student Information Software, preferable.
16. Basic First Aid.
17. Basic accounting software.
18. Basic accounting rules and regulations.
19. Website updating.
Ability to:
1. Understand and follow oral and written instructions.
2. Perform difficult, complex and confidential responsible clerical and secretarial work independently and effectively.
3. Understand, interpret, and explain a variety of policies, procedures, and technical written material and information.
4. Analyze difficult and sensitive situations and adopt an appropriate course of action.
5. Analyze data and draw sound conclusions.
6. Compose correspondence and other narrative material.
7. Assemble and compile data/information and prepare reports.
8. Maintain complex files and records.
9. Use tact, discretion, and courtesy at all times.
10. Demonstrate excellent interpersonal skills and professionalism with the public, District employees and students at all times.
11. Be flexible and adapt to changing situations.
12. Listen effectively.
13. Gives direction concerning operational procedures of the District.
14. Anticipate and prepare materials needed for meetings, procedures, and events.
15. Maintain confidentiality of privileged and sensitive information related to negotiations and District actions.
16. Use excellent verbal communication and writing skills.
17. Establish and maintain effective working relationships with District staff, faculty, students, and others encountered in the course of work.
18. Meet schedules and time lines.
19. Be responsible, dependable and punctual.
20. Present a well-groomed and appropriate professional appearance.
21. Type 55 wpm based on typing certificate.
22. Establish and maintain accurate records and files.
23. Make arithmetic calculations with accuracy.
EDUCATION AND/OR EXPERIENCE: A.A. or A.S. is required with five years of related secretarial experience with increasing responsibility and/or training; or equivalent combination of education and/or broad and varied experience. Experience in an administrative office, public administrative agency, legal office, or school setting is highly desirable.
LANGUAGE SKILLS: Ability to read and interpret documents such as Board Policies, Administrative Regulations, and statutes. Ability to write routine reports and correspondence. Ability to speak effectively before the public or employees of organization. Ability to learn and interpret specific rules, laws, and policies and apply them to a variety of situations.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Maintain cooperative working conditions with students, teachers, administrators, and co-workers.
CERTIFICATES AND LICENSES:
ï· Valid California Drivers License (required by the first day of service).
ï· Typing Certificate: 55 WPM minimum.
PHYSICAL DEMANDS: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job, including dexterity of hands and fingers to operate a computer keyboard and other office equipment; seeing to read a computer monitor and a variety of materials, and hearing and speaking to exchange information in person and on the telephone. 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 stand, walk, reach with hands and arms, stoop or kneel, and may sit for extended periods of time. The employee must occasionally lift and/or move 25 pounds or more. Specific vision abilities required by this job include close vision and the ability to adjust focus. The use of sharp implements and dangerous equipment that when improperly used may cause injury or death are utilized while performing these job functions.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee is continuously interacting with public, staff, and students. The employee frequently will be required to meet multiple demands from several people. 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 and it may occasionally be heavy. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, extreme cold, extreme heat, and minor risk of electrical shock.
FULL TIME WITH GREAT BENEFITS
APPLY AT DISTRICT WEBSITE (www.husdschools.org) OR PREFERRED METHOD IS ON EDJOIN (www.edjoin.org). https://www.edjoin.org/Home/DistrictJobPosting/1183852
