POSITION:  Executive Assistant

Purpose

The job of Executive Assistant is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to a Cabinet or Executive Director level administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

This job reports to a Cabinet or Executive Director level administrator.  

• Acts as a liaison to County Office administrators, staff, districts, and the public for the purpose of responding to requests, answering questions, clarifying information, resolving poblems, explaining policies and procedures or referring callers to others as necessary.
• Attends and participates in meetings, workshops and trainings (e.g. assigned teams/committees, professional organizations, collective bargaining meetings, budget meetings, etc.) for the purpose of providing or receiving information, recording and transcribing minutes, and supporting the needs of the attendees.
• Compiles data from a wide variety of sources (e.g. correspondence, inter-office communications, letters, forms, lists, memoranda, bulletins, contracts, reports, forms, calendars, schedules, newsletters, announcements and agenda items, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g. services for meetings/events, schedules, travel and accommodations, SCOE recognition programs, website pages, procurement of supplies, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, collective bargaining activities, minutes for collective bargaining team, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, credit card reconciliation, county car scheduling requests, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, outlines, presentations, written publications for internal or external communication, operational procedures, manuals, website updates, performance tracking, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of supporting the school districts and the public with information and/or recommendations that address a variety of administrative requirements and procedures.
• Responds to a wide variety of inquiries from internal and external parties (e.g. personnel, administrators, visitors, various outside agencies, parents, public, etc.) for the purpose of providing information concerning operations, issues, activities, schedules, laws, rules, regulations, policies and procedures, or directing to appropriate personnel.
• Provides technical support and assistance in the collective bargaining process for the purpose of assisting in the implementation and interpretation of negotiated agreements in response to employee questions regarding labor relations issues.
• Operates a variety of office equipment (e.g. calculator, copier, fax machine, computer, software, etc.) for the purpose of ensuring completion of activities/assignments within established guidelines.
• Serves as the back-up to the Executive Assistant to the Superintendent of Schools for the purpose of maintaining administrative and secretarial support services to the Superintendent. 

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; and planning and managing projects;  analyzing budgets; analyzing data; applying job-related codes, regulations and laws; classifying data and/or information; conducting meetings; and providing customer service.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; concepts of grammar and punctuation; office practices and procedures; codes/laws/rules/regulations/policies; office equipment and technology; knowledge of community resources; and recordkeeping and record retention practices.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team, and working with frequent interruptions; checking for accuracy; paying attention to detail; multitasking; organizing tasks; and diffusing argumentative behavior.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.  This job is performed in a generally clean and healthy environment.

Experience       Job related experience with increasing levels of responsibility is required.

Education        Community college and/or vocational school degree with study in job-related area.

Equivalency     Any combination equivalent to: associate’s degree with course work in secretarial science, business or related field and four (4) years of increasingly responsible administrative and secretarial experience.

The stated education and experience requirements are the preferred minimum qualifications for this job.   However, relevant experience to substitute for the education requirement and relevant education, certificates and/or licenses to substitute for the experience requirement may be allowed.

FLSA Status                                                    Approval Date                                              Salary Range

Non Exempt                                                   5/23/23 (Cabinet)                                                      14