Senior Executive Assistant

Position Description

TITLE:

Senior Executive Assistant to the Superintendent

REPORTS TO:

Superintendent

DEPARTMENT:

Office of the Superintendent

CLASSIFICATION:

Classified Management

Confidential

FLSA:

Exempt

WORK YEAR/HOURS

261 Days/7.5 Hours

ISSUED:

Created: June 2013

SALARY GRADE:

CFCA 20

BASIC FUNCTION : Under general direction and minimal supervision, serve as confidential executive assistant to the Superintendent, performing a wide variety of highly independent, difficult, and complex administrative support services in the office of the Superintendent.


REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:


Act as confidential executive assistant to the Superintendent, relieving the Superintendent of a wide variety of technical and administrative detail by performing independent and highly responsible administrative and staff duties in activities which support the District's educational goals, programs and objectives.


Assist Superintendent in editing written communications; create multimedia presentations for Superintendent; independently compose, prepare, and assemble materials such as communication updates and summary reports, including the annual Board goals; research topics; collect and compile statistics, financial, legislative, and other diverse and specialized data.


Conduct research, analyze data, and prepare and maintain a variety of complex confidential and non-confidential statistical reports, records, and files for accurate and comprehensive data necessary for effective decision-making by the Superintendent and senior management.


Coordinate the Superintendent's calendar; schedule appointments and meetings; facilitate logistical arrangements for large scale events as needed.


Work closely with Superintendent's Cabinet; coordinate Cabinet meeting schedule, prepare agendas, keep abreast of Cabinet business and follow up after meetings to ensure necessary actions are initiated on behalf of the Superintendent.


Attend and record proceedings from confidential and sensitive official and unofficial meetings as directed by the Superintendent; review minutes prepared by others from proceedings to ensure accuracy, quality and proper grammar and tone; serve as a member of Triangulation, Superintendent's Circle, Superintendent's Cabinet and Leadership Team; represent and act on behalf of the Superintendent as directed.


Maintain a variety of manual and electronic documents, files and records (e.g. minutes, policies, calendar of appointments, official records, directives, etc...) for the purpose of providing up-to-date reference and audit trail for compliance with District, local, state and federal regulations.


Advise the Superintendent on District policies, procedures and regulations including implications and issues; articulate District policy and procedures and convey information regarding District programs and functions; make decisions on procedural matters within the scope of the position's responsibility.


Stay abreast on a variety of District matters and advise the Superintendent accordingly; identify priorities and coordinate functions to meet District goals and objectives to assure student achievement.


Ensure the Superintendent is fully prepared for all official and unofficial proceedings with up-to-date information and background data, complete agendas and documentation, accurate schedules, including a Superintendent's priority brief for all meetings.


Serve as liaison to board members and senior management on policy information.


Manage and supervise the coordination of Board agendas, minutes, follow-up correspondence, reports, and memoranda of actions taken; notify administrative staff of items due for future Board meetings, ensure timely submission of agenda items from staff; maintain calendar of regular Board meetings and submission deadlines.


Manage and supervise staff to provide administrative support to Board members on Board-related matters, including, but not limited to scheduling appointments, preparing correspondence and conducting legislative research.


Oversee staff in researching and analyzing Board policies and procedures to ensure compliance with state and federal laws and regulations.


Review, analyze, and prepare all Board items for Superintendent's review, including checking for accuracy of items submitted by District departments.


Ensure compliance with Brown Act.


Plan, coordinate and schedule Board office staff to attend all Board meetings, including closed sessions; ensure Board staff disseminates materials and recordings for all meetings following all Board meetings.


Provide leadership and act as a resource person to site and District office assistants and support clerical staff; relay concerns, and initiate follow-up.


Screen and process the Superintendent's mail, both electronic and paper; refer to other staff members as appropriate; compose correspondence on own initiative on matters not requiring personal response by the Superintendent.


Transmit confidential, controversial, or sensitive information involving contacts with a wide variety of individuals, including the District's legislative and legal representatives, and the media.


Receive visitors and telephone calls from the public, staff, parents, and students; exercise judgment in providing information, referring to an appropriate staff member, or scheduling an appointment with the Superintendent.


Effectively communicate with Board members, senior management administrators, staff, and members of the public to coordinate activities, resolve issues, and convey, gather and/or exchange information.


Respond to parent and/or community inquiries; work with schools and departments to resolve concerns of parents and community of a routine nature that are directed to the Superintendent.


Make recommendations to develop, implement, and update internal and external procedures to assure smooth and efficient delivery of services including the use of technology in compliance with laws, policies and regulations.


Develop annual calendars for meetings and activities related to Superintendent's office and Board.


Arrange registration and travel arrangements for the Superintendent for meetings, conferences, and conventions.


Maintain approved budgets and transaction records; processes requisitions, claims and requests for budget allocation changes and reassignment of funds to and from various accounts, coordinating with fiscal staff to assure compliance.


Chair monthly Office Managers meetings for the purpose of providing leadership and staff development, and serving as a resource for information.


Serve as office manager; interview, hire, lead, direct, supervise and evaluate the work of assigned office staff; oversee the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.


Perform general administrative support that includes filing, typing, collating, copying, answering telephones and providing information and receiving, sorting, and reading and routing mail when necessary.


Assist departments in coordination of various special recognition activities as assigned.


Perform special projects as assigned.


Perform related duties as assigned.


MINIMUM QUALIFICATIONS

TRAINING, EDUCATION AND EXPERIENCE: A combination of education, experience, and/training equivalent to an Bachelor's degree in business, communications, secretarial science, management, or organizational leadership and a minimum of five (5) years providing executive level administrative support to a leader of a public or private organization. Public school district experience is highly desirable but not required.


LICENSES AND OTHER REQUIREMENTS:


Notary Public Commission preferred


Valid California Driver's License


Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:


Standard secretarial procedures and office management techniques


Thorough knowledge of District organization, policies and procedures


Federal and state legislation pertaining to education


Education codes applicable to the Superintendent's office


Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District staff, students, parents and community


Correct English usage, grammar, spelling punctuation, and vocabulary


Reading and writing English communication skills


Presentation skills and techniques


Public relations practices


Interpersonal skills using tact, patience, and courtesy


Methods of statistical analysis and report writing techniques


General finance and accounting principles


Operation of a computer and standard office equipment


Computer software, including advanced Word, Power Point, Excel, Windows, and desktop publishing

ABILITY TO:


Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures


Independently perform highly complex research and special assignments


Interpret, apply, and explain District policies, procedures, rules, and regulations


Communicate and articulate verbally and in writing at an exceptional level


Effectively make presentations to staff, Board members and the public


Prepare comprehensive and complex statistical and narrative reports and other documents


Perform a wide variety of specialized and technical duties


Initiate programs and activities to help meet District goals and objectives


Proofread and edit documents at a mastery level


Apply computational and statistical skills


Perform data analysis and make solid recommendations


Maintain confidentiality


Set priorities and meet schedules and time lines


Understand and follow oral and written directions


Establish and maintain cooperative and effective working relationships with all levels of District staff, board members, outside agencies, parents and the public


Elicit cooperation from others


Work with computer software programs at advanced levels including Word, Power Point, Excel, Windows, and the Internet


Research, prepare and maintain statistical records and prepare comprehensive, highly complex reports


Analyze situations accurately and adopt an effective course of action


Demonstrate sensitivity to, and respect for, a diverse population


Work independently with little direction

WORKING CONDITIONS

ENVIRONMENT:


Office environment; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:


Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; hand/eye coordination; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:


The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.