GENERAL PURPOSE Under general direction, performs various confidential, difficult, and sensitive office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Incumbents in this classification provide complex, diverse, and confidential secretarial, administrative, and support services to District executives at or above the department director level. Incumbents operate in an environment characterized by involvement in broad District-wide issues and interaction with District board members, top executives, and representatives of professional groups on complex and sensitive matters.
- Executive Assistant 1 is distinguished from Administrative Specialist in that incumbents in the former class perform administrative and secretarial support services for District executives at or above the department director level. Executive Assistant 1 is distinguished from Executive Assistant 2 in that incumbents in the latter class perform administrative and secretarial support services for Assistant Superintendents.
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ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Provides confidential secretarial and administrative support to District executives at or above the department director level; types and/or drafts board agenda materials, memoranda, correspondence, reports, contracts, forms, technical reports, and other documents; types from drafts, notes, dictation, or brief oral instructions, using word processing software; checks materials for accuracy, completeness, and compliance with District standards, policies, and procedures; ensures materials, reports, and documents for signature are accurate and complete; composes correspondence, reports, and informational materials; sends and receives faxes.
- Maintains the executive's calendar; coordinates, arranges, schedules, and confirms meetings; arranges for meeting set-up and refreshments; attends meetings, takes notes, and transcribes minutes; screens requests for appointments; creates, updates, maintains, and distributes event calendars.
- Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information from officials, customers and the public, refers the request to appropriate staff and/or takes or recommends action to resolve the issue.
- Reviews, proofreads, and edits department agenda items for board meetings and meetings of committees; maintains files for board agenda materials; provides information to department heads and managers on pending board matters, District projects, assignments, and a variety of other matters; assembles, mails out, and/or hand delivers board agendas to staff; posts agendas for public viewing; assists in gathering and assembling information to be included in packets to be sent to board members; reviews documents such as requests and contracts for accuracy, completeness, and conformance to applicable guidelines, rules and regulations; confirms budget expenditures; verifies and initials documents and obtains executive approval; files agendas on Board of Education's net server; briefs administrators on content of board agenda items and discusses appropriate funding information to meet office guidelines.
- Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains a variety of standard and specialized office files.
- Prepares and sends in registration for staff and director attendance at conferences, workshops, or seminars; prepares checks for fees; prepares agenda items for conference attendance; maintains records of travel claim forms and cash vouchers; arranges travel accommodations; receives, checks for accuracy and prepares mileage forms.
- Attends to a variety of office administrative details; establishes, maintains, and updates confidential, subject, project, and specialized files; orders and maintains inventory of office supplies, equipment, and furniture; monitors supply budgets and accounts; opens, screens, prioritizes, and routes mail; distributes outgoing mail and makes copies for appropriate logs and files to keep track of correspondence; assists in conducting mail-outs.
- Provides administrative and secretarial support for committees, consultants and the board; prepares, posts and disseminates meeting agendas; makes meeting room and food arrangements; prepares minutes and packets for distribution; coordinates with staff on items that need to be addressed in meetings; maintains files of signed minutes, records and meeting packets; provides departments with information and resolutions obtained in meetings.
- Performs payroll duties for department staff; prepares, processes, and records all forms and documents; ensures all absences are properly documented; maintains vacation balances for department staff; maintains files of payroll forms, such as time reports, overtime and leave requests; processes required personnel forms; assists director with approval of requested time off; may act as timekeeper for all school site principals.
OTHER DUTIES
- Maintains confidential employee reports, including performance reviews, leave requests, and disciplinary actions.
- Processes requisitions and invoices; verifies funding and board approval dates; initials, obtains director's approval and distributes to appropriate department for payment; inputs budget information, expenditures, and budget transfers for invoices and requests; communicates with administrators regarding budgetary discrepancies and requesting of transfers to maintain adequate funds.
- Maintains files on school and administrative revolving cash funds; composes correspondence to schools and administrators regarding their cash fund accounts.
- Reviews Student Accident Report forms; communicates with schools to obtain additional information.
- Verifies and records invoices from insurance adjustors for payment; sends letters to claimants in a timely manner.
- Reviews and determines what legal action is required for legal documents including subpoenas, employment verification, and wage garnishments; coordinates data collection relating to legal documents, responds to requests for information, and submits to District Attorney's Office, LACOE and legal counsel; maintains confidential files on all legal documents.
- Writes checks from the department's imprest account for pre-approved expenses, reimbursement of staff and director receipts, supplies, conferences, workshops, seminars, and training events; prepares reimbursement forms for checks issued and deposits reimbursement checks; reconciles the bank account.
- Checks and prepares contracts for teachers; maintains files and records and recalculates budget changes and salaries; revises contracts for board-approved facilities; assists in preparing and compiling information for budget estimates; prepares and revises manuals and class schedule booklets.
- Provides work direction for department clerical and administrative staff and student clerks; trains and provides assistance on procedures, programs, equipment, and work assignments; reviews and monitors work assignments; prioritizes work assignments in accordance with schedules and timelines.
- Assists and provides backup to administrative support staff.
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MINIMUM QUALIFICATIONS
Knowledge of:
- Office administrative and management practices and procedures.
- Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
- District organization, rules, policies and procedures, including payroll, training, and expense reporting.
- Basic functions of school districts, including the role and responsibilities of a public governing board.
- District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel, and training processes.
- Advanced uses of Microsoft Word, Microsoft Excel, spreadsheets, databases, and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.
- Research techniques, methods and procedures.
- Principles and practices of effective lead work direction.
- District human resources policies and labor contract provisions; District timekeeping, payroll codes, and reporting requirements.
Ability to:
- Operate a computer and word processing software and other standard office equipment.
- Take and transcribe dictation.
- Manage multiple and rapidly changing priorities.
- Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
- Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, rules and policies.
- Organize, research, and maintain complex and confidential office files.
- Compose correspondence, prepare documents, and make arrangements from brief instructions.
- Communicate clearly and effectively orally and in writing.
- Prepare clear, accurate, and concise records and reports.
- Maintain highly sensitive and confidential information.
- Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
- Establish and maintain highly effective working relationships with District executives, elected officials, staff, faculty, community leaders, students, and others encountered in the course of work.
Education, Training, and Experience:
- Graduation from high school or G.E.D. equivalent, and;
- Five (5) years of increasingly responsible office administrative, specialized administrative support, or secretarial experience.
Equivalency Provision: A Bachelor’s degree in a closely related field may substitute for one year of the required experience, as stated above. A Master’s degree in a closely related field may substitute for two years of the required work experience, as stated above. PHYSICAL AND MENTAL DEMANDS The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.
- Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
- Perform light physical exertion.
- Lift 25 pounds.
- Carry 15 pounds.
- Reach in all directions.
- Attend District events scheduled beyond normal work schedule.
- Stand, sit and walk for extended periods of time.
- Work at a desk, conference table or in meetings of various configurations.
- Read, interpret, and apply rules, regulations, policies and procedures.
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.
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