Executive Assistant to Board of Trustees

Executive Assistant to Board of Trustees

Performs a variety of highly responsible and confidential administrative support duties for the members of the Board of Trustees. An incumbent is required to use a considerable degree of independence, discretion, and tact, and exercise sound judgement in the performance of duties.

Typical Duties:

• Explains and provides information regarding Board of Trustees rules, actions, regulations, policies, procedures, and precedents to staff, representatives of other agencies, and the public.
• Acts as a liaison between members of the Board of Trustees and District administrative staff on matters related to the status of information requests, the scheduling of meetings and events, and the coordination of other staff/Board of Trustees activities.
• Attends meetings of the Board of Trustees throughout the District to coordinate set-up, recording equipment, take roll calls, attend to requests from the public, and provide administrative assistance to Board members.
• Screens telephone calls and visitors to the Board of Trustees Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.
• Prepares and edits resolutions, and correspondence, agendas, memoranda, reports, and other related materials using a variety of software applications.
• Keeps members of the Board of Trustees apprised of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.
• Posts official notices of meetings in accordance with applicable laws and regulations.
• Receives office mail and reviews items for nature of business and urgency; directs items to members of the Board of Trustees and/or appropriate staff or personally responds to routine matters.
• Distributes public documents such as meeting agenda, speakers' lists, and meeting minutes to District staff and other interested parties.
• Assembles meeting materials for members of the Board of Trustees.
• Provides members of the Board of Trustees with information on rules, regulations, parliamentary procedures, and customs regarding the conduct of Board of Trustees and committee meetings.
• Accurately prepares or edits prepared minutes for regular and special meetings of the Board of Trustees and its committees and oversees their distribution.
• Establishes and maintains the clerical processing and procedures of the Board of Trustees Office.
• Searches records, compiles, and organizes a wide variety of information requested by members of the Board of Trustees.
• Schedules appointments, meetings, and other commitments for individual members of the Board of Trustees.
• Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.
• Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.
• Maintains business files for individual members of the Board of Trustees.
• Contacts public agencies, public officials, and members of the public on behalf of the members of the Board of Trustees.
• Submits a statement of Board of Trustees appointment(s) to the Secretary of State when new appointments are made.
• Assists in orienting new members of the Board of Trustees by providing information on Board meetings and the business practices, procedures, and activities of the Board of Trustees Office.
• Assists in the training and provides guidance to the student member of the Board of Trustees in the protocol of Board of Trustees membership and basic business practices and procedures.
• Prepares and processes accounting, budgeting, and purchasing documents related to operations and activities of the Board of Trustees Office.
• Maintains the time-keeping records of the members of the Board of Trustees.
• Makes transportation, hotel, business and social arrangements for members of the Board of Trustees traveling on District business and prepares and processes expense reimbursement claims for members of the Board of Trustees.
• Processes room requests for the Board and Hearing rooms and provides assistance to the attendees on an as-needed basis.
• Supervises and trains the clerical staff assigned to the Board of Trustees Office.
• Performs related duties as assigned.

Class Qualifications:

• Knowledge of: Functions, policies, rules, regulations, and procedures related to Board of Trustees activities
• Basic understanding of the legislative process and procedures
• Basic understanding of Brown Act and other legal requirements as related to the duties of the position
• Organizational structure, functions, and key staff of the District
• Computer software such as word processing, spreadsheet, database management, and desktop publishing
• Office organization, management, and functions
• Business vocabulary and terminology
• Customer service techniques for public contact in person, on the telephone, and in written communication
• Business English, spelling, grammar, syntax, and punctuation
• Report and business correspondence formats
• Fundamentals of budgetary process and procedures
• Principles and procedures of record storage, control, retrieval and management
• Principles of training
• Skill in: Operating computer and standard office equipment
• Interpersonal contacts and communications
• Ability to: Provide highly responsible administrative support to members of the Board of Trustees
• Organize and prioritize work with respect to importance and to meet recurring and critical deadlines
• Coordinate and complete work assignments from multiple members of the Board of Trustees simultaneously
• Interpret, apply, and explain pertinent laws, regulations, rules, policies, procedures, and directions
• Effectively utilize computer software to design records, create, and maintain files, manipulate data, format reports, and public final documents
• Critically review source data and detect and correct errors
• Gather and compile data in written, tabular, and graphic form
• Evaluate work methods and efficiency
• Compose, edit, and/or format complex business correspondence, reports, and minutes
• Communicate the content and intent of information accurately
• Work independently and with minimal direction or supervision
• Exercise sound judgment and discretion in working with and on behalf of members of the Board of Trustees
• Maintain the confidentiality of work
• Anticipate conditions and establish and adjust to changing priorities
• Assess situations accurately and take appropriate action
• Establish and maintain cooperative and effective working relationships with administrators, staff of the District, and members of the public
• Exercise professional demeanor and actions when dealing with a diverse pool of students, staff, faculty, and the general public who wish to communicate their concerns to members of the Board of Trustees
• Exercise initiative
• Work effectively under pressure
• Maintain accurate files and records
• Train and provide work direction to others
• Travel to off-site Board meetings
• Learn specialized software applications and systems used in the Board of Trustees Office

Entrance Qualifications:

• Education and Experience: An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technologies (CAOT), business administration, or a related field AND five years of full-time, paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Experience working with elected officials is desirable.
• Special: A valid "Class C" California driver's license is required. Travel to locations throughout the District is required.

Benefits:

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• 19 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

Selection Process:

• The examination process may consist of one