Executive Administrative Assistant

Here at Yuma Elementary School District One we believe education should be an adventure where every child is thrilled to learn. We foster an environment that challenges students to develop their innate talents and abilities to the fullest. This investment in our children will enrich our community for years to come.

Purpose Statement The job of Executive Administrative Assistant to the District Superintendent is done for the purpose/s of supporting the educational process with specific responsibilities for assisting the Superintendent in the daily operation of the district; planning, implementing, directing and maintaining district programs by providing a wide variety of complex and confidential administrative and secretarial support to the Governing Board; analyzing requests and providing recommendations for action; communicating information on behalf of the district and the board to its staff, other districts, public agencies, etc.; and overseeing assigned personnel. Essential Functions - Attends board meetings, public hearings and work sessions for the purpose of providing information, recording minutes; coordinating materials distribution and/or supporting the needs of attendees. - Compiles data from a wide variety of diversified sources (e.g. staff members, board members, community organizations, government agencies, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator. - Coordinates a wide variety of projects, activities and/or events for the superintendent and the board (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. - Maintains a wide variety of complex manual and electronic documents files and records (e.g. contracts, time sheets, legislative information, databases, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. - Monitors a variety of activities on behalf of Superintendent (e.g. board procedures, public relations issues, meeting arrangements, account balances, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements. - Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees. - Prepares a wide variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, Board Book, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines. - Processes a wide variety of complex documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, federal and state forms, professional leave requests, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements. - Procures supplies and equipment for the purpose of maintaining availability of required items. - Represents the Office of the Superintendent in the superintendent's absence for the purpose of addressing matters that require immediate attention. - Researches a variety of topics (e.g. current practices, policies, education codes, board agenda items, parental complaints, legal updates, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements. - Responds to a wide variety of calls, concern and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel. - Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for the superintendent, other administrators and/or board members. - Supervises assigned personnel (e.g. receptionist, custodians, etc.) for the purpose of maintaining necessary staffing,providing leaderships, and ensuring necessary department outcomes are achieved. - Supports Superintendent and Governing Board for the purpose of providing assistance with their functions and responsibilities. Other Functions - Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; tracking budget expenditures; utilization of 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

Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a potential need to 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 pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority. 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 solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: school district operations and philosophy; concepts of grammar and punctuation; and business telephone etiquette. ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify 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 significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is 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; working with constant interruptions; and working with detailed information/data.