Galt Joint Union High School District

Galt , CA

Executive Assistant to the Superintendent (Confidential)

Galt Joint Union High School District
Galt, CA Full-time
Posted on September 3, 2018
DESCRIPTION: Under direction of the District Superintendent, performs a wide variety of highly responsible, confidential, and complex administrative secretarial assignments to assist the Superintendent and the Governing Board with a variety of administrative details. Oversees the activities and operations of the Superintendent's Office relieving the Superintendent of administrative and technical detail. DISTINGUISHING CHARACTERISTICS: The Executive Assistant to the Superintendent interacts with the Governing Board, school district administrators, outside governmental agencies, the public, and the news media, as well as a level of independent judgment and exercising discretion. This position is part of the Confidential Management Unit, which is distinguished from the classified unit by the assignment of duties which are directly related to the negotiations and employee/employer relations functions of the district office. DIRECTLY RESPONSIBLE TO: District Superintendent and Governing Board DUTIES AND RESPONSIBILITIES (includes but not limited to): 1. Serve as confidential/executive assistant and secretary to the Superintendent. 2. Maintain confidentiality of issues including negotiations, District actions, personnel, parents and students. 3. Compose correspondence independently or from oral instructions. 4. Prepare a variety of letters, reports, statistical data, agendas, memos, bulletins, lists, forms and other materials as directed. 5. Attend Board of Education and staff meetings. 6. Record and prepare the minutes of Board of Education and staff meetings, including execution of official papers, transmittal of forms as required by law, indexing and routine follow up of minutes. 7. Responsible for preparation, assembly and distribution of the Board of Education agenda and staff meeting agenda. 8. Conduct initial interviews in person or on telephone with students, teachers, parents and community and either answer questions, refer to an appropriate staff member, or make appointment with the Superintendent; receive complaints and take action if possible or refer matter to proper persons. 9. Maintain files on Board of Education actions and District policies; and confidential and administrative files and records. 10. Prepare and distribute materials to parents and others regarding district policies and practices. 11. Coordinate Parent Notification Packets for site level distribution. 12. Update and distribute annual school calendar. 13. Update and distribute union contracts to appropriate bargaining units. 14. Schedule various appointments, meetings and special events and coordinate travel and conference events for Superintendent. 15. Operate a variety of office equipment including a copier, fax machine, computer and assigned software. 16. Support to Superintendent and Governing Board - Manages office details by relieving the Superintendent of routine requests and matters; serves as a member of the Cabinet 17. Effectively communicate and maintain cooperative relationships with those contacted in the course of work; act as liaison between Superintendent's office, Board of Education members, schools or departments, and County Office of Education. 18. Prepares purchase orders, supply requisitions and reimbursement claims; monitors and reconciles Superintendent expenditures. 19. Assists Chief Business Official in limited administrative/secretarial duties, to include facilities support and negotiations. 20. Updates Board Bylaws, Board Policies and Administrative Regulations and files. 21. Coordinates filing of annual Conflict of Interest forms for the Superintendent, management personnel and board members. 22. Performs special projects as assigned by the Superintendent and/or Governing Board including the planning, coordination and implementation of school district special elections and board elections. 23. Prepares SARC (School Accountability Report Card) and mandated costs. 24. Perform other duties as assigned. MINIMUM QUALIFICATIONS: Knowledge/Ability Minimum Requirements: Ability to interpret and apply school district policies, procedures, directives, technical reports, Board back-up material, legal opinions and Education Code. Ability to record, organize and type minutes of meetings of the Board of Education utilizing knowledge of legal requirements and synthesizing complex issues into understandable terminology. Knowledge of and ability to apply management, budgeting and contract administration principles and practices. Ability to activate a personal computer and load software from a disk and/or CD-ROM. Ability to enter requisitions, purchase orders and receipts into computer, and verify quantities and prices. Knowledge of and ability to use e-mail and calendaring programs. Knowledge of and ability to use word processing, database and spreadsheet programs to develop and produce correspondence, reports, publications, presentations and projects. Knowledge of and ability to use graphics and desktop publishing programs to develop and produce correspondence, reports, publications, presentations and projects. Ability to create and initiate a mail merge using a word processing program. Ability to access the Internet using a search tool or Web address to locate information, bookmark and print electronic information. Knowledge of letter and report writing techniques. Knowledge of modern office methods and practices. Ability to perform a variety of highly responsible tasks with speed and accuracy. Ability to perform basic arithmetic calculations with speed and accuracy. Ability to establish and maintain accurate records and files. Ability to operate modern office equipment (e.g. ten-key calculator, duplicating machine, fax machine, etc.) Ability to express initiative, adaptability and confidentiality. Ability to analyze situations and take an effective course of action. Ability to use correct English grammar, syntax, spelling and punctuation. Ability to compose correspondence, memoranda, bulletins and reports independently using correct English grammar syntax, spelling and punctuation. Ability to understand and carry out oral and written instructions given in English. Ability to work cooperatively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise and firmness. Ability to independently assemble, interpret and organize information and financial and statistical data for reports, manuals and schedules. Ability to screen a volume of communication and discriminate between routing and priority matters. Experience and Education: Minimum Requirements: High School Diploma with at least five (5) years bookkeeping, clerical, secretarial experience performing complex work tasks. OR AA/BA preferred with at least three (3) years bookkeeping, clerical, secretarial experience performing complex work tasks. OTHER CHARACTERISTICS: Willingness to work during evening hours to attend regular and special Governing Board Meetings and other meetings and conferences as assigned. JOB PROFILE: 8 hours per day, 5 days per week, 12 months per year SALARY: Management/Confidential salary schedule Proof of Satisfactory Health: Chest x-ray or skin test every four years. OTHER QUALIFICATIONS: Fingerprinting clearance Valid California Driver's License Applicant for this position may be tested for appropriate skills prior to employment