Executive Administrative Assistant

2 weeks ago

Tempe, United States Tempe School District No.3 Full time

**TITLE**: Executive Administrative Assistant

**JOB DESCRIPTION**:
Perform executive level administrative assistance.

**QUALIFICATIONS**:

- Education and/or experience equivalent to a High School Diploma or GED (required)
- Associate Degree from an accredited college or university in Public Administration or related field (preferred)
- Five (5) years of administrative experience preferably in a school district environment
- State of Arizona Identity Verified (IVP) Fingerprint Clearance Card.
- Some positions may require fluency in Spanish.
- May require notary public license

**ESSENTIAL FUNCTIONS**:
(Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

**DUTIES AND RESPONSIBILITIES**:

- Coordinate and schedule appointments; maintain calendars.
- Screen calls and direct to appropriate staff.
- Direct, answer, and assist staff, parents, and community members in researching School Board policies.
- Coordinate and prepare items for consideration for governing board action at public and executive session meetings.
- May attend board meetings; prepare meeting agenda and handouts; record and maintain accurate meeting minutes; serve as back-up public liaison.
- Prepare correspondence; independently research issues and concerns; prepare reports.
- Maintain department budget financial information, prepare purchase order requests, maintain Kronos (if applicable); maintain other systems specific to department.
- Perform other duties as assigned.

**KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS**:

- Knowledge of federal, state and district rules and regulations related to public meetings
- Knowledge of district departments, rules, policies and procedures
- Knowledge of public relations/customer service practices and procedures
- Knowledge of general office practices and procedures
- Skill utilizing verbal and written communication skills to develop correspondence, reports, and specialized materials and spreadsheets
- Skill creating purchase orders in Visions, editing Kronos, creating work orders in the TMA System, and utilizing Genesis for student information (if applicable)
- Skill coordinating and scheduling meetings, appointments, transportation, and staff
- Skill prioritizing, assigning and reviewing work
- Skill monitoring and administering department or program budgets
- Skill accurately entering, updating, retrieving and maintaining databases pertinent to area of assignment
- Skill maintaining confidential files and records
- Skill utilizing independent discretion and judgment
- Skill accurately transcribing minutes of public meetings, reports and correspondence
- Skill utilizing public relations/customer service skills in responding to requests, inquiries and complaints
- Skill establishing and maintaining effective working relationships
- Skill in, but not limited to:

- Word Processing
- Spreadsheets
- Databases
- Presentation Software
- Accounting and basic math
- Use of standard office equipment

**WORKING CONDITIONS**:
General office environment

May require working outside normal hours

**PHYSICAL EFFORT**:
Repetitive motion and eye strain through extensive utilization of computer hardware and software

**CATEGORY**: Classified

**WORK YEAR**: 12 months

**REPORTS TO**: Director of Facilities Management

**EVALUATION**:Classified Personnel Evaluation

**SUPERVISES**: N/A

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