Job Title: ADMINISTRATIVE ASSISTANT Salary Level: Confidential Range Classification: Confidential Reports To: Superintendent/CBO DEFINITION OF POSITION Under the general direction of the Superintendent assists in preparing and typing all correspondence that relates to board meetings, the general functions of the Board of Trustees, the Superintendent’s role and function, and the general operation of the district office. Duties require access to and possession of information pertaining to employer/employee relations; therefore, this is a confidential position and not part of the classified Bargaining Unit. This position requires a high degree of organizational planning, and the performance of tasks requiring the exercise of independent judgment and interpretation to assist the District Superintendent. Performs related duties as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. District Operation • Serves as District Secretary. • Screens telephone calls to the Superintendent and gives information to callers or routes call to appropriate employee and places outgoing calls. • Greets visitors to the Superintendent, ascertains nature of business and directs visitors to the appropriate person. • Assists school site Principals and Secretaries with student expulsion hearings; prepares correspondence, establishes and maintains confidential files pertaining to student expulsion matters, and communicates with parents both verbally and in writing. • Assists with preparation of Board agenda and back-up materials • Facilitates district management, safety, sexual harassment investigative team and advisory group meetings. • Assists in research, preparation, typing, copying, distributing and filing of correspondence, forms, reports, bid advertisements, bid documents relative to the business office. • Maintains a listing of all staff with critical employee information. • Prepares necessary news releases related to meetings, personnel, bids, school events, etc. • Serves as the District CBEDS OPUS Coordinator. • As District Testing Coordinator, provides support to the school sites in preparation for all state and federally mandated testing (STAR/CST, Physical Fitness, etc.). • Serves as the District Webmaster. • Prepares state and federal reports in a timely manner (CRDC, SNOR, Language Census, ARRA, ASAM). • As District Safety Officer, is responsible for the Injury and Illness Prevention Program (IIPP); the Hazard Communication Program including Material Safety Data Sheets (MSDS); assists Principals in developing Safe Schools Plans for the school sites; coordinates with the Principals on the Crisis Response Plans for all sites; develops the Bloodborne Pathogens Exposure Control Plan in conjunction with the school nurse; produces safety tips for the monthly staff newsletter; develops evacuation maps for school sites; works in conjunction with the Custodial/Maintenance Supervisor to ensure a safe work/school environment. • Serves on the District Negotiating Team. • Types copy of documents generated from negotiation sessions and distributes current association contracts (classified and certificated) and seniority lists. • Is responsible for the county SELPA special education program student information system; works with special education personnel to ensure all data is accurate; prepares reports for the county SELPA office (SEIS). • Designs forms for use by school and district offices and on school web site. • Develops and posts yearly SARC (School Accountability Report Card) • CALPADS Administrator • Monitors the AERIES student information system and communicates needed procedures to the school office staff. • Oversees the district phone system. • Sets up new employee emails through SCOE and SHUSD 2. Personnel • Composes and posts job openings on the District Web Site, Edjoin, and in school offices. • Prepares correspondence relative to employer/employee relations and employee grievances, and correspondence relative to action involving the district. • Organizes and maintains the official personnel files for the district. • Examines employee files to answer inquires and provides information to authorized persons. • As District Credentials Analyst, monitors and reports to the county and state all certificated credentials; ensures that certificated credentials are up to date; works with principals to properly assign certificated staff according to their credentials. • Prepares employment contracts for new and returning employees. • Prepares annual employee evaluations and seniority lists. 3. Superintendent Support • Assists in the preparation of agendas for meetings of the Board of Trustees. • Attends and takes minutes of the meeting of the Board of Trustees. • Assists in preparation of Board policies and maintains district policy books (CSBA). • Types correspondence relating to the functions of the Board of Trustees. • Assists in the preparation and typing of correspondence, flyers and brochures. • Serves as receptionist for the superintendent, screening calls and making appointments. • Assists superintendent’s role as public information officer for the district. • Maintains manuals for Superintendent. • Prepares district/school calendars for Board approval • Prepares documents for Board Elections • Prepares and collects survey information. REQUIRED QUALIFICATIONS Must have an AA degree, five (5) years of broad varied and increasingly responsible experience in clerical and secretarial work. Ability to proofread documents and correct any misuse of grammar, spelling, and punctuation. Compile and maintain accurate and complete records and reports. Have a pleasant phone voice and demeanor. Take accurate and complete messages for any personnel where necessary. Ability to type 60 w.p.m. Ability to work on a variety of tasks simultaneously with frequent interruptions. Ability to maintain the highest degree of confidentiality regarding sensitive information. Ability to utilize a computer for a wide variety of applications especially Microsoft Office Suite. Ability to perform all tasks without close supervision. Ability to communicate District policies and procedures to District staff and the public. Knowledge of modern office methods and practices. Must have a valid California Driver’s License. Ability to represent the Superintendent and District well to community. Must be highly analytical. OTHER QUALITIES DESIRED Extensive knowledge and experience with software programs: Aeries, CALPADS, SEIS, E-mail, Phone/Voicemail, Security Cameras and HVAC software. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use hands to finger, handle, or feel. The employee is occasionally required to stand; reach with hands ands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. WORK ENVIRONMENT The noise level in the work environment is usually moderate.