Senior Executive Assistant to the Superintendent / Governing Board

JobID 5891

• Location:
    District Office
   
•   

  JOB GOALS: The Executive Assistant to the Superintendent and Governing Board is responsible for providing clerical and administrative support to the Superintendent; communicating information to staff, the public, and other districts; ensuring compliance with financial, legal, and administrative requirements; and providing information and direction as requested in support of district operations.

   

  QUALIFICATIONS:

  • High school diploma or equivalent, AA degree preferred
  • Three years of administrative assistant preferred
  • Experience in school district preferred
  • Excellent communication skills
  • Ability to communicate (verbally and in writing) with others in a positive, clear, and precise manner
  • Ability to maintain confidentiality of records, correspondence, and other information - adhering to legal and procedural guidelines regarding confidentiality and disclosure of information.
  • Strong organizational and prioritization skills
  • Ability to meet deadlines while working under pressure and frequent interruptions
  • Knowledge of office procedures, basic records/bookkeeping, desktop publishing, spreadsheets and purchasing procedures
  • Must pass a background clearance.
  • Must obtain an Arizona IVP Level One Fingerprint Clearance Card

   

  TERM OF EMPLOYMENT: 261 days; 12 months

  COMPENSATION: Per QCUSD salary schedule for applicable position

  BENEFITS: As per QCUSD District policy

  REPORTS TO: Superintendent

  EVALUATION:  Per District Policy

  HOURS:  40 hours per week - Monday-Friday

  CLASSIFICATION: Hourly, Non-exempt

  PERFORMANCE RESPONSIBILITIES:

  Responsibilities shall include, but not be limited to, the following:

  1. Assists the Superintendent and administrative office with secretarial and administrative support, including correspondence, telephone liaison, scheduling and office management for the purpose of maintaining an efficient administrative office
  2. Maintains strict confidentiality and handles sensitive information with professionalism and integrity
  3. Acts as a trusted liaison between Superintendent, Board, district leadership, staff, and external stakeholders
  4. Manages complex calendars and schedules for Superintendent, Board - prioritizing meetings and resolving conflicts.
  5. Supports the Superintendent's staff for the purpose of providing assistance with their administrative functions
  6. Represents the Superintendent and Board with professionalism in all interactions
  7. Demonstrates flexibility, adaptability, and responsiveness in a fast-paced environment
  8. Takes the initiative in responding to matters of interest and concern for the purpose of providing support for the school sites, parents and community
  9. Coordinates special projects and/or events as directed by Superintendent (i.e. Lead Out Loud Conference, Queen Creek Schools Education Foundation, etc)
  10. Coordinates and organizes quarterly Business Partner Breakfasts
  11. Processes purchase orders and other financial documents as needed
  12. Maintains organized, secure systems for electronic and physical records
  13. Supports and assists Director of Public Relations in communications with staff, community
  14. Maintains and organizes the Superintendent's office for the purpose of ensuring efficient use of time and resources
  15. Prepares written materials for the purpose of conveying and/or documenting information regarding District activities and/or procedures
  16. Attends all Board meetings for the purpose of preparing all minutes of Governing Board meetings as prescribed by law and to assist the Board
  17. Ensures the legal posting requirements for all Governing Board meetings for the purpose of informing the public
  18. Maintains an excellent working relationship between the Superintendent/Board, all personnel, and the community for the purpose of maintaining and efficient school district
  19. Provides administrative support for the Governing Board including the development of the Board agenda for the purpose of ensuring accuracy and completeness of Board materials; Board meeting minutes; Board communications and/or correspondence
  20. Prepares all materials and preparation for Board meetings ensuring that all appropriately identified items are legally vetted as needed
  21. Ensures the Superintendent, Cabinet, and Board are all fully informed and prepared for all Board meetings
  22. Assists with timely and accurate policy updates per guidance from The Trust Policy Services as needed. This includes review, maintenance of board policies, legal updates, and governance of documents
  23. Ensures compliance with federal, state and district regulations related to Board operations
  24. Maintains accurate records in accordance with public records laws and district retention schedules
  25. Performs other job-related duties as assigned to advance district priorities

   

  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 regularly required to stand, sit and talk or hear. The employee is frequently required to use hands and arms, stand, bend or stoop. The employee is frequently required to move about the campus. The employee must regularly lift and/or move up to 10 pounds and 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 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 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 may be exposed to wet and/or humid conditions, outside weather conditions and extreme heat or cold. The noise level in the work environment is usually moderate.

   

  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.