Executive Assistant III - Confidential #670 Educational Services

About the position

The Executive Assistant III performs a variety of highly responsible, confidential, and complex clerical, secretarial, and administrative duties for the Superintendent of Schools and the Board of Education. This role involves managing the clerical support functions of the department and performing related duties as assigned. The position requires a high level of discretion and the ability to handle sensitive information appropriately.

Responsibilities

• Assist in coordinating the clerical, secretarial and administrative duties.
• Carry out oral and written directives.
• Analyze situations carefully and adopt effective courses of action with and without supervision.
• Assist in selecting, supervising and training assigned staff.
• Perform a wide variety of highly responsible, confidential and complex clerical, secretarial and administrative duties.
• Act as receptionist; screen mail, calls and visitors and refer inquiries as appropriate; respond to concerns and requests for information based upon District policies and procedures.
• Receive, process, monitor and respond to employee/parent/citizen complaints.
• Interpret District policies, procedures, rules and regulations in response to inquiries and refer inquiries as appropriate; maintain and update policy manuals.
• Type a variety of written materials from rough draft, transcription notes and/or verbal instructions; independently respond to letters and general correspondence of a routine nature.
• Schedule appointments/meetings and maintain supervisor's calendar.
• Assemble and prepare reports as assigned.
• Make travel and conference arrangements; process travel requests and reimbursements.
• Assist in the planning of orientations, workshops, seminars, retreats and meetings.
• Assist in preparing official documents and forms.
• Maintain and operate a personal computer for the purpose of word processing, data entry and/or database inquiry.
• Maintain a variety of files and records including official records such as agendas, minutes, resolutions, documents and other related material.
• Order and maintain appropriate levels of office supplies and equipment.
• Assist in monitoring and/or maintaining the department's budget; process requisitions.
• May be required to attend meetings/committee meetings. Take and prepare minutes as necessary.
• Research, prepare and distribute the Board agenda, agenda items, closed session agenda, board packet and Friday letter for the Board of Education; ensure all reports and other agenda materials are submitted on time; contact participants and otherwise coordinate the meeting; record official actions; take and prepare minutes; maintain files of minutes, resolutions, documents and other related materials; complete follow-up reports of meetings and distribute as appropriate.

Requirements

• Completion of the twelfth (12) grade.
• Four (4) years of broad, varied and increasingly responsible secretarial and administrative work, preferably in the field of public education.
• College education may be substituted for the required experience on a year-for-year basis.
• Possession of a valid California driver's license.