Executive Assistant & Board Secretary

Oregon Public Schools - Saint Helens, OR

Full-time - Mid Level

Saint Helens, OR

About the position

The Executive Assistant independently performs complex highly advanced clerical, project management and administrative work in support of one or more Executive positions at the highest levels within the organization and School Board. This position requires wise judgment, professionalism, the ability to think on one's feet and a strong task-oriented approach to work and interfaces with school and District administrative staff, Board of Directors, licensed, classified, and confidential staff, patrons, and students. The work requires expert handling of sensitive materials and a commitment to the highest level of confidentiality and professionalism. This position must maintain absolute integrity of systems and confidentiality of data and information, and the incumbent must exhibit professional decorum, a calm approach to problem-solving, emotional regulation and practical ingenuity. This position may supervise other staff members and will be expected to provide guidance and direction to other office staff as well as District employees, supervisors, and patrons.

Responsibilities

• Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District's mission.
• Serves as the primary liaison to other District departments and schools, including principals, office assistants, school and department staff and the general public.
• Schedules appointments, including maintaining and managing calendars, reserving conference rooms, making travel arrangements, tracking mileage reports, and organizing itineraries.
• Manages, supports, and executes large events which may include administrator meetings, professional development meetings, board meetings, district events and others.
• Maintains accurate and timely records, personnel files, and database systems, ensuring accuracy and confidentiality of all district and employee data.
• Processes forms, notices, tasks, and materials related to department operations such as applicant records, student and/or staff reports, personnel actions, School Board documentation and processes and essential transactions.
• Oversees planning, execution, and support of necessary executive leadership meetings, as well as content and needs related to District meetings.
• Facilitates successful committee, Board or negotiation meetings and processes to support assigned executive with preparation, in-meeting support and follow up.
• Provides clerical support to the executive supervisor in the areas of recruitment and hiring, staff supervision, staff evaluation, organizational hierarchy, and disciplinary investigations.
• Orders and prepares departmental materials and supplies, including processing purchase orders and ensuring proper approvals, receipt of products, coding, and records.
• Oversees and performs accounting duties, including tracking the department budget, monitoring billing and expenditures, balancing accounts, processing expense reimbursements and collecting various building or departmental funds.
• Coordinates the dissemination of departmental information and communication as appropriate.
• Prepares, maintains, and disseminates regularly recurring reports and records, including compiling and verifying data from various sources.
• Acts as a thought and accountability partner for the executive team - ensuring time is focused on the most impactful and highest-leverage priorities.
• Demonstrates high levels of organizational excellence regarding scheduling and project management.
• Partners with the executive on strategic planning across the organization.
• Supervises other staff as assigned. Provides guidance and direction to department or interdepartmental clerical staff as well as other District staff as needed.
• Maintains effective working relationships with all staff, school personnel, students, and parents.

Requirements

• Possess a Bachelors' Degree.
• 4 years of secretarial and administrative support experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills.
• In lieu of #1 and #2, must possess six years equivalent combination of education and experience necessary to perform the job functions.
• Must complete ACEA (Advanced Certificate for the Executive Assistant) certification within 6 months of hire for new employees or within 2 years for incumbents in the position as of April 2022.
• Possess comprehensive knowledge of standard software platforms.
• Possess knowledge of bookkeeping practices and procedures.
• Capable of operating standard office equipment.
• Exceptional typing and editing skills.
• Excellent written and oral communications skills.
• Demonstrated record of reliable attendance, punctuality, and proven successful performance in past and present.
• Valid Oregon or Washington driver's license.

Benefits

• Paid Holidays: Independence day, Labor day, Veterans' day, Thanksgiving day, Christmas day, New Year's day, Martin Luther King day, President's day, Memorial day, Juneteenth.
• Vacation: Confidential staff will receive 20 vacation days per year during years 1-5 of employment and 25 vacation days per year thereafter.
• Tuition Reimbursement: Confidential staff are pre-approved for up to four (4) hours tuition per year not to exceed the rate charged by Portland State University.
• Cell Phone: A stipend of $40.00 per month may be allowed if approved by the Superintendent.
• Life Insurance: The District will provide a term life insurance policy in the amount of $100,000 for Confidential Staff.
• Health Insurance: The District agrees to pay the medical, dental, vision and life insurance CAP amounts listed below.