Executive Assistant To The Superintendent And School Board

This posting will close at 5:00 pm on Sunday, June 30, 2024
Location: District Administration Office
Hours: 8 hours per day, 261 days per year
Start Date: August 1, 2024
Bilingual (English/Spanish) Preferred

Job Title: EXECUTIVE ASSISTANT TO THE SUPERINTENDENT AND SCHOOL BOARD
Classification: CONFIDENTIAL/SUPERVISORY

POSITION SUMMARY:

The Executive Assistant to the Superintendent and School Board primarily supports the superintendent and school board and performs confidential administrative duties such as research and writing, ensuring compliance with financial, legal, and administrative requirements, record-keeping for the board, development of procedures, and administrative support in matters pertaining to district policy, board policy, and collective bargaining rules. They also serve as the liaison and direct contact for the superintendent with staff and community, including state and local leaders.

The Executive Assistant to the Superintendent and School Board may additionally support other members of the Superintendent's cabinet, including the Assistant Superintendent, the Director of Finance and Operations, the Director of Teaching & Learning, the Director of Student Services, and the Technology Manager. This position functions as a cabinet member and collaborates as part of a team of administrative assistants in order to streamline workflow and cross-train for back-up support in each position.

ESSENTIAL RESPONSIBILITIES:

Conducts studies, research, and/or evaluations pertaining to administrative problems, projects, and district policy.
Composes, complies, analyzes, edits, evaluates, and maintains high volume of written material, including letters, minutes, reports, agendas, statistical data, charts, or other documents as original work or from verbal or written notes or instructions.
Monitors the annual budget for executive administration and school board office, maintaining, reconciling, and creating spreadsheets and reports, including confidential legal billing. Monitors assigned area budgets, and processes expenses.
Coordinates the work of the School Board: prepares for and attends board meetings; attends agenda planning; compiles agenda packets and supplemental material; keeps minutes and other public records; coordinates scheduling, release and posting of meetings; coordinates public comment, translation services, and media services with other departments.
Coordinates the work of the Budget Committee in conjunction with Financial Services; work mirrors that of the School Board.
Supports the work of district collective bargaining process
Develops and maintains procedures and practices for managing official and permanent records for all activities related to the work of the Superintendent, which may include land purchases, boundary changes or redistricting, bond work, school board records and elections, and other documents requiring long-term archive.
Organizes and coordinates conferences, workshops, meetings, and other travel arrangements as necessary for the Superintendent.
Works with the district's legal counsel in matters related to the school board or superintendent.
Interprets and explains practices, rules, policies, procedures, and regulations affecting the department or program area.
Serves as a resource to and liaison between the Superintendent and other employees and the general public.
Collaborates with other departments to complete projects.
Coordinates the Superintendent's day-to-day workflow and calendar.
Manages the Superintendent's email, including drafting and delegating responses.
Arranges and organizes meetings and training sessions as necessary.
Coordinates and manages student inter-district transfers
OTHER RESPONSIBILITIES:
Assists other personnel for the purpose of supporting them in the completion of their work activities.
Maintains consistent and predictable attendance to meet the requirements of the position.
Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Experience: Two years of responsible analytical and technical executive-level administrative support experience that demonstrates decision-making.

Education: Equivalent to an associate degree from an accredited college or university with major coursework in business, public administration, education, or a related field.

Knowledge of:
Principles and practices of business, budget, personnel, and public meeting administration as relative to area of assignment.
Principles and practices of management, research, problem-solving and decision- making, and program evaluation.
Principles and practices of work organization and simplification.
Principles of English grammar and writing at a high level that enables employee to write, edit, and provide technical expertise to executive projects.
Pertinent rules, policies, procedures, and regulations affecting the department or assigned program area of responsibility.
Professional office procedures, practices, and management.
Google Office Suite, Microsoft Office, and Adobe applications and tools.
Abilities: Organize work effectively and exercise independent judgment in making appropriate technical and procedural decisions regarding work methods and work products. Research, organize, and analyze technical information and prepare reports and recommendations. Monitor budgets and make projections related to specific program budgets. Operate electronic systems and programs to enter, revise, and retrieve information as and to develop report formats and generate appropriate reports. Analyze and resolve procedural and technical problems and implement developed plans and procedures. Maintain established procedural systems and controls. Evaluate and establish work priorities. Establish and maintain effective and constructive working relationships with diverse languages and cultures both within and outside the organization. Coordinate activities, events, projects, and planning across departments, teams, and school environments. Communicate clearly and concisely at a high level, both orally and in writing. Proficiently speak, read, write, and understand Spanish, preferred.

Clearances & other requirements: Pre-employment criminal justice fingerprint clearance and criminal background check. Must possess or have the ability to obtain a valid Oregon driver's license.
PHYSICAL REQUIREMENTS: In an eight-hour day employee may:
Stand/Walk [ ] None [ ] 1-4 hrs [ ] 4-6 hrs [ x ] 6-8 hrs
Sit [ ] None [ ] 1-3 hrs [ ] 3-5 hrs [ x ] 5-8 hrs
Drive [ ] None [ x ] 1-3 hrs [ ] 3-5 hrs [ ] 5-8 hrs
Employee may use hands for repetitive:
[ x ] Single Grasping [ x ] Pushing and Pulling [ x ] Fine Manipulation
Employee may use feet for repetitive movement as in operating foot controls:
[ ] Yes [ x ] No
Employee may need to:
Bend [ x ] Frequently [ ] Occasionally [ ] Not at all
Squat [ x ] Frequently [ ] Occasionally [ ] Not at all
Climb Stairs [ ] Frequently [ x ] Occasionally [ ] Not at all
Lift [ ] Frequently [ x ] Occasionally [ ] Not at all
Lifting:
[ ] Sedentary Work: Lifting 10 pounds occasionally with frequent sitting and occasional standing/walking.
[ x ] Light Work: Lifting 20 pounds occasionally with occasional sitting and frequent standing/walking.
[ ] Medium Work: Lifting 50 occasionally, 25 pounds frequently with occasional sitting and frequent standing/walking.
[ ] Medium Heavy Work: Lifting 75 pounds occasionally, 35 pounds frequently with occasional sitting and frequent standing/walking.
[ ] Heavy Work: Lifting 100 pounds occasionally, 50 pounds frequently with occasional sitting and frequent standing/walking.
The Forest Grove School District is an equal opportunity employer and provides services to the public on an equal opportunity basis and does not discriminate in employment or the provision of public services on the basis of race, color, religion, sex, sexual orientation, gender expression, gender identity, national origin, age, disability, political affiliation or belief, citizenship or marital status.

Persons having questions about equal opportunity and nondiscrimination should contact the Director of Human Resources at the Forest Grove School District, 503-359-2414.