COVID VACCINATION REQUIRED

JOB TITLE: Executive Assistant-Assistant Superintendent

IMMEDIATE SUPERVISOR: Assistant Superintendent

FTE: 1.0 (8 hours per day) 8:00 am to 4:30 pm

START DATE: As soon as possible after hire

GENERAL DUTIES SUMMARY:

Under the supervision of the Assistant Superintendent, provide primary executive assistance and support for the Office of the Assistant Superintendent and to directors of Equity & Inclusion and Secondary, College & Careers. Serves as initial contact and interface on behalf of the assistant superintendent and serves on the Assistant Superintendent’s Mini-Cabinet. Coordinates preparation for trainings and meetings. Provide expertise to the administrative function of the job while exercising professionalism, exemplary judgment, discretion, and confidentiality. This position requires an individual with expertise in computer applications, which include, but is not limited to, database and spreadsheets including generating program evaluation reports. Must have excellent organizational skills and be able to support multiple staff members. Must possess strong problem-solving skills to address patrons’ concerns. Experience in Infinite Visions and knowledge of curriculum purchasing preferred. Bilingual/Bi-literate preferred.

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below. Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

• Coordinate, schedule and attend a variety of meetings; prepare agenda and send out notices of meetings; take, transcribe, and distribute minutes; maintain appointment calendars; collect and compile information for meetings, projects, and workshops
• Maintain and continually develop spreadsheets and reports used to analyze instructional data.
• Maintain departmental budgets and assure accounts are accurate and expenditures are in compliance with federal or State requirements; initiate purchase requisitions and budget transfers; oversee contracts and invoices; produce a variety of financial and statistical reports.
• Prepare and track individual/agency contractual agreements
• Prepare materials and rooms for trainings and meetings to ensure participant comfort.
• Ability to analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Compose, independently or from note or rough draft, a variety of materials including inter-office communications, e-mails, requisitions, forms, letters, contracts, special projects, legal documents, and other materials; create and maintain project and confidential files.
• Prepare documents without spelling, punctuation, capitalization, word usage and sentence construction errors
• Proof documents, correspondence, etc. detecting and correcting errors in prepared material
• Be responsible for the development and maintenance of record keeping and filing systems
• Plan, organize and complete work in a timely fashion
• Exercise good judgment, courtesy and tact in public contacts and in making proper disposition of problems
• Notify department administrators of potential problems within the District
• Perform research projects for administrators
• Serves as a liaison person with teachers, principals and central office administrators
• Compile statistical data and prepare reports. Keep administrators aware of disposition of certain activities and institute additional inquiries or processes on own initiative or at the direction of administrative official
• Primary responsibility for organization and coordination of annual Classified Inservice
• Order supplies; assist in monitoring of budget and preparing purchase orders; maintain personnel files; review daily mail and take appropriate action
• Respond appropriately in emergency and crisis situations
• Make independent decisions within established guidelines and reporting structure
• Communicate sensitive information to staff, students, parents, and community members as required
• Respect the confidentiality of administration, staff, students and organizations of the community
• Complete simple to complex assignments with a minimum of instruction or supervision
• Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and spreadsheets
• Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and accurate. Assignments may include, but not limited to, correspondence, technical and professional reports,, booklets, manuals, guides, schedules and forms
• Identify potential problems in the workplace and notify appropriate personnel
• Prioritize a variety of tasks, ensuring timely completion
• Assist in building and maintaining an office team to support the needs of the administration and schools
• Maintain a calm professional environment during times when interruptions, disruptions and a stressful environment interfere with the flow of work
• Deliver messages, packages, supplies as required
• Fill and maintain machines that include, but are not limited to, copy and fax
• Supervision of staff is not a normal responsibility of this position

ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES

• Positions in this classification require the combination of education, training and experience to equal or exceed 5-7 years of education (BA from four-year college; or two years related experience and/or training or an equivalent combination of education and experience).
• Recent experience working with software connected to a network system
• Current classes in modern computer programs, and secretarial skills
• Ability to translate technical terminology to public and staff with proficiency
• Excellent communications skills; both written and oral
• Sufficient to set-up and maintain moderate to complicated spreadsheets and databases
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

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.

• Sitting for extended periods of time at a computer station (5-7 hours)
• Travel in-district for support
• Answering phones constantly throughout the day
• Deliver messages, packages, supplies as required
• Fill and maintain machines that include, but are not limited to, copy and fax
• Lifting and carrying light weight supplies and equipment (occurs frequently)
• Lifting and carrying medium weight supplies and equipment (occurs occasionally to seldom)
• Remarkably busy environment with frequent interruption of assignments by phones, visitors, or emergencies in a semi-open work area.

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a 12 month assignment on the M Range of the Classified Job Schedule. The assignment of Step will be in compliance with the current collective Bargaining Agreement and Range of Pay is located in the current Classified Salary Schedule.

Salary note: Candidates hired outside of the district will be given 4 years of experience for salary placement. The highest hourly rate will be $28.34. This is in accordance with the Collective Bargaining Agreement.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.