- Executive Assistant to Superintendent and Board of Trustees
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Fullerton Joint Union High School District
Executive Assistant to Superintendent and Board of Trustees
Under direction of the Superintendent, the Executive Assistant serves as the support to the Superintendent and the Board of Trustees and provides assistance to the community and staff members on matters related to the Superintendent and the Board of Trustees.
Performs highly responsible and confidential administrative and executive assistant duties to relieve the Superintendent on a variety of administrative details; plans, coordinates and organizes office activities and information for the Board and Superintendent; serves as executive assistant and confidential secretary for the Superintendent and Board of Trustees; serves as recording secretary to the Board of Trustees and performs related duties as assigned.
Duties and Responsibilities
The following is a list of duties that are representative of the position and include, but are not limited to:
Serves as the contact for the Superintendent and Board of Trustees with the public, department officials, and employees as needed
Performs highly responsible and confidential clerical, secretarial, and executive assistant duties; plans, coordinates, and organizes to assure smooth and efficient office operations, and proper and timely completion of projects and activities for the Superintendent and the Board of TrusteesAdministers and maintains communications from the Superintendent and Board of Trustees
Receives, screens, and routes telephone calls; takes and relays messages as appropriate; responds to questions from the public, parents, students, and staff; directs queries to appropriate personnel
Attends all Board meetings and ensures proper notice and meeting requirements are prepared in advance
Prepares and publishes the board agendas; ensures all reports and other agenda materials are submitted on time; reviews all board items and documents for clarity, completeness and works with staff and other confidential assistants on board items preparation; records official actions; takes and prepares minutes; maintains files of minutes, documents and other related materials; completes follow-up reports of meetings and distributes as appropriate
Responsible for creating, organizing, and updating the online agenda
Responsible for updating Board of Trustees page on District website
Maintains and updates Board policy manual
Provides assistance on department and district policies and procedures when requested
Develops and processes purchase requisitions and other related documents; monitors expenditures; manages time and attendance reports for administrators
Assists the Superintendent with preparation and distribution of weekly informational packet for members of the Board of Trustees
Makes travel and conference arrangements for the Superintendent and Board of Trustees
Assists in the development of meetings for district and school clerical staff to strengthen communication and to enhance staff knowledge and effectiveness related to District policies and procedures
Types a variety of material such as letters, reports, memorandums and documents including materials of a confidential nature with responsibility for correct grammar, spelling, punctuation and format
Maintains the calendar for the Superintendent and Board of Trustees
Knowledge and Ability:
Computer software applications in word processing, spreadsheet, data base, and presentation software
Methods and practices of accurate official recording of minutes, record keeping, including electronic documents and filing systems
Time management/organizational skills
Perform under varied work schedule with the ability to remain flexible and focused during interruptions and distractions
Proper English usage, grammar, spelling, punctuation, and basic arithmetic skills; strong writing, editing and proofreading skills
Must demonstrate the ability of handling of material of a confidential nature and maintains official records and files of the Board of Trustees
Must be flexible and able to change projects or priorities on a frequent basis
Meet and deal effectively with the general public, staff members, parents, administrators and other contact persons using tact and good judgment
Work collaboratively with others and in a team environment
Leadership, coaching and teambuilding skills to strengthen and cultivate relationships
Any combination of training, education and experience equivalent to a Bachelor's Degree that demonstrates possession of the knowledge and abilities to perform the duties of the position.
Combination of training and experience equivalent to five (5) years of progressively responsible clerical, administrative, secretarial, and/or technical experience
Must have word processing, spreadsheet, and presentation software training and be able to generate reports, develop correspondence,and create presentations for meetings and workshops
Must have strong editing and proofreading skills
Experience and use of email systems, voice mail, and internet applications
Training and experience in keyboarding, personal computer literacy, and general clerical operations
Utilizing proper discretion in dealing with and handling confidential matters and information
Experience, understanding, and maintaining cooperative and effective relationships with co-workers, District administrators, and the public and with persons of culturally and linguistically diverse backgrounds
Office environment: subject to moderate noise, considerable distraction, and constant interruptions; requires meeting multiple demands from several people and interaction with the public, staff, and students.
Jobsite environment: subject to: noise, dust, office equipment, etc. May necessitate climbing, crawling, bending, squatting, stooping.
Dexterity of hands and fingers to operate a computer terminal and standard office equipment; reaching overhead, above shoulders and horizontally to retrieve files, moderate lifting and occasional carrying 25 – 50 pounds; bending at the waist; hearing and speaking to exchange information; seeing to read and verify output documents; pushing or pulling; frequent and repetitive standing and sitting motions; sitting and standing for extended periods of time; twisting and turning when performing primarily office duties; reaching may be performed on a frequent to continuous basis for limited periods of time. Specific vision abilities required by this job include close vision. Satisfactory hand-eye coordination necessary in performing clerical duties.
Extended viewing of computer monitor.
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