Executive Administrative Specialist - Board of Education

Executive Administrative Specialist - Board Of Education

Position Title: Executive Administrative Specialist - Board of Education

Location: Board of Education - Central Office, Fisher Building, 3011 W. Grand Blvd, 48202

Reports to: President of the Board of Education, or designee

Bargaining Unit: N/A not represented

Benefits Eligible: Yes

Telecommuting Eligibility: Subject to administrator approval in accordance with policy

Position Summary:

The Executive Administrative Specialist supports the Board of Education with their day-to-day duties as elected officials and acts as a liaison and coordinator with the community for events, to collect stakeholder input, and to represent the Board as needed. The Executive Administrative Specialist generates official communications, receives and responds to constituent concerns, assists with the maintenance of official Board of Education documentation through BoardDocs, and acts as a liaison with members of the community and DPSCD staff, as necessary. The Executive Administrative Specialist has excellent oral and written communication skills, maintains confidentiality with sensitive information, and assists with tasks related to hosting Board meetings (virtual and in-person), special events, and other community gatherings. The Executive Administrative Specialist maintains excellent records, tracks follow up on key items and reports back to the Board on ongoing matters, as needed. The Executive Administrative Specialist operates in a professional and transparent manner with The Superintendent and their designee(s) to address issues and ensure matters are addressed.

Minimum Qualifications:

• Candidate must possess a Bachelors degree or higher. Candidates without a Bachelors degree may be considered provided they have a combination of some higher education coursework and at least five (5) years of related professional experience.
• Must have a minimum of five (5) years of increasingly responsible work experience in an office environment providing administrative support and/or constituent relations and customer service.
• Experience providing confidential administrative support to an executive or elected official preferred.
• Must have knowledge of Board policies and procedures.
• Excellent verbal, written, and interpersonal communication skills.
• Excellent customer service and problem-solving skills.
• Experience gathering data and preparing accurate and timely records, reports, notices, memos, and correspondence.
• Experience maintaining a high level of confidentiality, responding to public inquiries and internal requests with a high degree of diplomacy and professionalism.
• Ability to work effectively, proven organizational skills and ability to perform multi-tasks and prioritize work in a fast-paced environment to meet tight deadlines.
• Technology-savvy must demonstrate proficiency with Office 365 applications, including Microsoft Teams and Zoom.
• Excellent proofreading, editing and research skills to ensure accuracy and thoroughness of work assignments; must be detail orientated.
• Knowledge of BoardDocs as a system for maintaining Board-related policies, agendas, communications, and information.

Essential Functions:

1. Liaise with members of the District community by representing the Board at events, functions, receiving correspondence on behalf of the Board and relaying information to Board members as appropriate;
2. Request, collect, and share related data and information in an accurate and timely manner;
3. Collaborate with District staff, including the Superintendent and their designee(s) in a professional and transparent manner;
4. Prepare both confidential and public-facing material related to Board agenda items;
5. Use direction in conversations both at work and outside the workplace so as to ensure confidential information remains confidential;
6. Coordinate office services, prepare a variety of reports, correspondence and related documents, data collection, assist with budget preparation, maintain records, staff training, and special projects;
7. Coordinate special projects as assigned, including tracking progress on project completion;
8. Establish strong working relationships with parents, community, staff and business partners and demonstrate accountability with a focus on customer service and office decorum;
9. Plan, prepare, schedule, and attend Board-related meetings and events;
10. Prepare logistical and material resources for Board meetings, workshops, and conferences;
11. Stay up to date on Board-related policies and procedures, updating core foundational board documents as necessary;
12. Maintain official Board of Education meeting documents and materials;
13. Review and prepare confidential correspondence, reports, and other complex documents;
14. Attend Board meetings and Board committee meetings;
15. Screen, prioritize, resolve, and manage incoming communications, including phone calls, emails, and other written correspondence of assigned executives;
16. Maintain an up-to-date database of constituent contact information;
17. Assist with coordination of activities with other department staff engaged in program activities to meet educational objectives;
18. Coordinate and assist with planning of conferences and meetings; and
19. Fulfill other duties and responsibilities as assigned.

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at View email address on click.appcast.io or phone at View phone number on click.appcast.io.

DPSCD does not discriminate based on race, color, national origin, sex, disability and/or religion. Contact the Civil Rights Coordinator for more information at View phone number on click.appcast.io or detroitk12.org/compliance.

Detroit Public Schools Community District