PENDERGAST SCHOOL DISTRICT

                                                                      Job Description

                                           JOB TITLE: Executive Assistant To Chief Academic Officer

EXEMPT: No                                                                                      

TERM OF EMPLOYMENT: 12 Months

SALARY LEVEL: 26                                                                           

DEPARTMENT:  Educational Services       

LOCATION: District Office                                                             

REPORTS TO: Chief Academic Officer                                   

SUMMARY: The job of Executive Assistant to the Chief Academic Officer is for the purpose(s) of providing clerical support to assigned administrative personnel; communicating information to staff, the public and other districts; orienting assigned personnel to their job requirements; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction as may be requested.

 REQUIRED QUALIFICATIONS:

• Job-related experience with increasing levels of responsibility
• Targeted job-related education that meets organizational prerequisites
• Proficiency in typing with accuracy, with strong emphasis on word processing and spreadsheet usage skills (i.e. Windows, Microsoft Suite)
• Knowledge and use of general office machines, i.e., computer, duplication equipment, word processors and FAX machines
• Ability to assume responsibility; exercise sound judgment and handle confidential material and information
• Ability to be a self-starter, anticipate needs and problems

PREFERRED QUALIFICATIONS:

• Post High School Education
• Associates Degree
• 3 years of experience of similar level administrative support
• Experience assisting in departmental budget process

Such alternatives to the above required & preferred qualifications as the Superintendent/Designee may find appropriate and acceptable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Audits various programs and processes for the purpose of ensuring compliance with established policies, procedures and/or education codes
2. Composes documents (e.g. correspondence, agendas, minutes, bulletins, reports, etc.) for the purpose of communicating information to school and District personnel, the public, state officials, etc.
3. Coordinates various activities (e.g. meetings, workshops, etc.) for the purpose of delivering services in conformance to established guidelines
4. Monitors assigned activities and/or program components (e.g. education code as it relates to school finance, District requirements, Financial/budget procedures, component budgets, critical time lines, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements
5. Prepares written materials (e.g. brochures, reports, etc.) for the purpose of conveying and/or documenting information regarding District activities and/or procedures
6. Presents information on administrative procedures, services, regulations, etc., for the purpose of training and orienting other personnel
7. Processes documents and materials (e.g. schedules, agendas, mail, etc.) for the purpose of disseminating information to appropriate parties
8. Researches various information (e.g. current practices, policies, codes, etc.) for the purpose of providing information and/or direction as may be required
9. Responds to inquiries of students, teachers and other District personnel for the purpose of providing information and/or direction as may be required
10. Serves as a liaison to committees and/or organizations for the purpose of conveying and/or gathering information required for District operations
11. Support assigned administrative personnel for the purpose of providing assistance with their administrative functions
12. Assists other office personnel as may be required for the purpose of supporting them in the completion of their work activities
13. Perform other job related duties and assumes additional responsibilities as assigned by the Superintendent/Designee

SKILLS, KNOWLEDGE AND ABILITIES:

Skills are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions.

Specific skills required to satisfactorily perform the functions of the job include: utilizing standard office equipment; and utilizing pertinent software applications. Knowledge is required to perform basic math, including calculations using fractions and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.

Specific knowledge required to satisfactorily perform the functions of the job includes: pertinent codes, policies, regulations and/or laws. Ability is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing specific defined processes; and operate equipment using defined methods.

Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize specific, job-related equipment.

In working with others, independent problem solving is required to analyze issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited.

Specific abilities required to satisfactorily perform the functions of the job include: being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; and maintaining detailed records; and adhering to safety practices.

RESPONSIBILITY:

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and operating within a defined budget. Utilization of significant resources from other work units is sometimes required to perform the job’s functions. There is some opportunity to significantly impact the Organization’s services.

EVALUATION: At least once annually in accordance with Governing Board Policy

REASONING ABILITY: Ability to define problems, collect data, establish facts and draw conclusions

LANGUAGE SKILLS: Ability to effectively present information and respond to questions from groups of aides, students and the community

MATHEMATICAL SKILLS: Ability to work with mathematics in the area of budgets, expenditures and revenues; ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations

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 required to talk and hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

SUPERVISION: N/A