Executive Assistant
Palmer, AK Palmer, AK Full-time Full-time $22.
19 an hour $22.
19 an hour 19 hours ago 19 hours ago 19 hours ago Position:
Executive Assistant-Superintendent Office/Public Information Office Position FTE:
1.
0 Pay Grade:
14 Starting Wage:
$22.
19 Days Per Year:
260 Shift hours:
TBD BandGradeSubgradeC41Department:
Accountable to:
Status:
Office of the Superintendent &Public Information OfficeSuperintendent & Public Information OfficeExempt Class
Summary:
Performs a variety of complex and confidential administrative and secretarial support to the Superintendent and Public Information Officer; exercise independent judgment while assisting the and PIO in administrative details, requiring considerable knowledge, use, and interpretation of District policies and procedures; communicating information on behalf of the Superintendent and School Board to school and district staff, public agencies and acting as liaison between the Superintendent, School Board, staff, and public to provide information.
Distinguishing Characteristics:
This position can be distinguished from others by the difficulty and complexity of the work performed and knowledge required.
The Executive Assistant supports the Superintendent and PIO, and incumbents are expected to exercise initiative and independent judgment in the performance of the essential duties.
This position will also prepare and handle highly sensitive and confidential information.
Executive Assistants provide difficult and diverse secretarial, administrative and support services to District executives at or above the department director level.
Incumbents operate in an environment characterized by involvement in broad District-wide issues and interaction with District School Board members, top executives, and representatives of professional groups on complex and sensitive matters.
Duty No.
Essential DutiesFrequencyBand/ Grade1Attend to a variety of office administrative details; establish, maintain and update confidential, subject, project and specialized files; order and maintain inventory of office supplies, equipment and furniture; monitor supply budgets and accounts; open, screen, prioritize and route mail; distribute outgoing mail and make copies for appropriate logs and files to keep track of correspondence; operate computer, copier, audio-visual equipment, recording machines, and equipment as required.
Daily 2 Receive and screen visitors and telephone calls; provide information and handle issues that may require sensitivity and the use of sound independent judgment; conduct research; primary response to Public Records Requests and other requests for information, refer the request to appropriate staff, and/or take or recommends action to resolve the issue.
Daily3Organize and coordinate the work of the Superintendent and PIO offices; establish and revise clerical priorities in accordance with schedules and timelines; assure conformance with established procedures and standards of quality.
As Needed4Serve as primary assistant to the Superintendent & PIO; represent the Superintendent/PIO in providing information on District policies and procedures and interacting with District administrators, managers, principals and staff, and with external stakeholders on a wide variety of issues; exercise discretion in disseminating information.
Daily5 Maintain the Superintendent & PIO calendar; coordinate, arrange, schedule and confirm meetings for a variety of purposes; arrange for meeting set-up and refreshments; attend meetings, take notes and transcribe minutes; screen requests for appointments; create, update, maintain and distribute event calendars.
Daily6 Makes travel arrangements and prepares and sends in registration for Superintendent/PIO attendance at conferences, workshops or seminars; maintains records of travel claim forms; receives, checks for accuracy and prepares expense forms.
As Needed7 Responsible for receiving and tracking conflict resolution forms as part of the District's official complaint process and ensuring compliance with the established procedures and required timelines.
As Needed 8 Draft, prepare, and distribute final agenda with supporting materials and prepare meeting room for Superintendent's Cabinet Meeting and any other meetings as needed.
Weekly 9Support Superintendent & PIO for the purpose of providing assistance with administrative functions and maintaining confidentiality of issues related to negotiations, grievances, personnel, students and District records.
Daily10 Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
Daily 11Monitor legislative session as it relates to education.
Daily12Prepare special projects and various forms/reports on behalf of the Superintendent/PIO for the purpose of ensuring the accuracy and completeness of materials and providing administrative support.
Weekly13Maintain documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
Daily14Consult with District personnel and others concerning specific issues and situations.
As Needed15Assist in developing the budget for the Office of the Superintendent and PIO; monitor budget and coordinate and approve expenditures as needed, ensure compliance with financial, legal, and administrative requirements.
Weekly 16Monitor and track PCard expenditures for Superintendent and Public Information Officer, to ensure compliance with financial, legal, and administrative requirements; reconcile monthly PCard statements.
Use the procurement and accounting procedures required by the District.
Support offices with vendors, professional service contracts, purchase orders and accounting.
Weekly17Perform as substitute secretary for School Board Meetings and other general support for School Board.
As Needed18Performs other related duties as assigned.
As Needed Knowledge:
Standard secretarial procedures and office management techniques; correct English grammar, punctuation, spelling, and proofreading; record keeping and filing systems; general finance and accounting principles; applicable sections of Alaska State Statutes and Regulations related to education and other applicable laws; Alaska Open Meetings Act, Parliamentary Procedure, and Roberts' Rules of Order.
Skills and Ability to (position requirements at entry):
Perform difficult, complex and confidential clerical and secretarial work independently and effectively Prepare, review, and distribute clear, concise, grammatically correct letters, memos, agendas, minutes and other written documents Analyze difficult and sensitive situations , exercise initiative, and adopt an appropriate course of action Assemble and compile data/information and prepare reports Maintain complex files and records Maintain confidentiality of privileged and sensitive information Understand, interpret, and explain a variety of policies, procedures and technical written material and information Operate a variety of office equipment Receive and transcribe audio Communicate effectively both verbally and in writing Meet schedules and time lines Train and provide work direction to others Make mathematical calculations Use expertly a variety of computer applications, including word processing, database, spreadsheets, presentation and communications software Interpret Policies, Administrative Regulations, Legislation, and accurately explain to others Perform research of Alaska State Statutes and Regulations, School Board Policies, and Local Government Codes and Regulations Understand Parliamentary Procedure and ensure School Board meetings operate in compliance with Robert's Rules of Order Training and Experience (position requirements at entry):
Bachelor's degree preferred.
Previous education, training, work or life experience which provides reasonable evidence of the successful performance of the various tasks listed.
Such experience may be evidenced by five (5+) years of secretarial/office management experience with a thorough knowledge of accounting/budgeting practices, public relations and office management skills.
Broad organizational experience is desirable.
Licensing Requirements (position requirements at entry):
A valid Alaskan Driver's License.
Physical Requirements:
Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Classification History:
Adopted 2016 Revised 2023 Job Type:
Full-time Pay:
$22.
19 per hour
Benefits:
401(k) Dental insurance Health insurance Paid time off Schedule:
Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
19 an hour $22.
19 an hour 19 hours ago 19 hours ago 19 hours ago Position:
Executive Assistant-Superintendent Office/Public Information Office Position FTE:
1.
0 Pay Grade:
14 Starting Wage:
$22.
19 Days Per Year:
260 Shift hours:
TBD BandGradeSubgradeC41Department:
Accountable to:
Status:
Office of the Superintendent &Public Information OfficeSuperintendent & Public Information OfficeExempt Class
Summary:
Performs a variety of complex and confidential administrative and secretarial support to the Superintendent and Public Information Officer; exercise independent judgment while assisting the and PIO in administrative details, requiring considerable knowledge, use, and interpretation of District policies and procedures; communicating information on behalf of the Superintendent and School Board to school and district staff, public agencies and acting as liaison between the Superintendent, School Board, staff, and public to provide information.
Distinguishing Characteristics:
This position can be distinguished from others by the difficulty and complexity of the work performed and knowledge required.
The Executive Assistant supports the Superintendent and PIO, and incumbents are expected to exercise initiative and independent judgment in the performance of the essential duties.
This position will also prepare and handle highly sensitive and confidential information.
Executive Assistants provide difficult and diverse secretarial, administrative and support services to District executives at or above the department director level.
Incumbents operate in an environment characterized by involvement in broad District-wide issues and interaction with District School Board members, top executives, and representatives of professional groups on complex and sensitive matters.
Duty No.
Essential DutiesFrequencyBand/ Grade1Attend to a variety of office administrative details; establish, maintain and update confidential, subject, project and specialized files; order and maintain inventory of office supplies, equipment and furniture; monitor supply budgets and accounts; open, screen, prioritize and route mail; distribute outgoing mail and make copies for appropriate logs and files to keep track of correspondence; operate computer, copier, audio-visual equipment, recording machines, and equipment as required.
Daily 2 Receive and screen visitors and telephone calls; provide information and handle issues that may require sensitivity and the use of sound independent judgment; conduct research; primary response to Public Records Requests and other requests for information, refer the request to appropriate staff, and/or take or recommends action to resolve the issue.
Daily3Organize and coordinate the work of the Superintendent and PIO offices; establish and revise clerical priorities in accordance with schedules and timelines; assure conformance with established procedures and standards of quality.
As Needed4Serve as primary assistant to the Superintendent & PIO; represent the Superintendent/PIO in providing information on District policies and procedures and interacting with District administrators, managers, principals and staff, and with external stakeholders on a wide variety of issues; exercise discretion in disseminating information.
Daily5 Maintain the Superintendent & PIO calendar; coordinate, arrange, schedule and confirm meetings for a variety of purposes; arrange for meeting set-up and refreshments; attend meetings, take notes and transcribe minutes; screen requests for appointments; create, update, maintain and distribute event calendars.
Daily6 Makes travel arrangements and prepares and sends in registration for Superintendent/PIO attendance at conferences, workshops or seminars; maintains records of travel claim forms; receives, checks for accuracy and prepares expense forms.
As Needed7 Responsible for receiving and tracking conflict resolution forms as part of the District's official complaint process and ensuring compliance with the established procedures and required timelines.
As Needed 8 Draft, prepare, and distribute final agenda with supporting materials and prepare meeting room for Superintendent's Cabinet Meeting and any other meetings as needed.
Weekly 9Support Superintendent & PIO for the purpose of providing assistance with administrative functions and maintaining confidentiality of issues related to negotiations, grievances, personnel, students and District records.
Daily10 Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
Daily 11Monitor legislative session as it relates to education.
Daily12Prepare special projects and various forms/reports on behalf of the Superintendent/PIO for the purpose of ensuring the accuracy and completeness of materials and providing administrative support.
Weekly13Maintain documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
Daily14Consult with District personnel and others concerning specific issues and situations.
As Needed15Assist in developing the budget for the Office of the Superintendent and PIO; monitor budget and coordinate and approve expenditures as needed, ensure compliance with financial, legal, and administrative requirements.
Weekly 16Monitor and track PCard expenditures for Superintendent and Public Information Officer, to ensure compliance with financial, legal, and administrative requirements; reconcile monthly PCard statements.
Use the procurement and accounting procedures required by the District.
Support offices with vendors, professional service contracts, purchase orders and accounting.
Weekly17Perform as substitute secretary for School Board Meetings and other general support for School Board.
As Needed18Performs other related duties as assigned.
As Needed Knowledge:
Standard secretarial procedures and office management techniques; correct English grammar, punctuation, spelling, and proofreading; record keeping and filing systems; general finance and accounting principles; applicable sections of Alaska State Statutes and Regulations related to education and other applicable laws; Alaska Open Meetings Act, Parliamentary Procedure, and Roberts' Rules of Order.
Skills and Ability to (position requirements at entry):
Perform difficult, complex and confidential clerical and secretarial work independently and effectively Prepare, review, and distribute clear, concise, grammatically correct letters, memos, agendas, minutes and other written documents Analyze difficult and sensitive situations , exercise initiative, and adopt an appropriate course of action Assemble and compile data/information and prepare reports Maintain complex files and records Maintain confidentiality of privileged and sensitive information Understand, interpret, and explain a variety of policies, procedures and technical written material and information Operate a variety of office equipment Receive and transcribe audio Communicate effectively both verbally and in writing Meet schedules and time lines Train and provide work direction to others Make mathematical calculations Use expertly a variety of computer applications, including word processing, database, spreadsheets, presentation and communications software Interpret Policies, Administrative Regulations, Legislation, and accurately explain to others Perform research of Alaska State Statutes and Regulations, School Board Policies, and Local Government Codes and Regulations Understand Parliamentary Procedure and ensure School Board meetings operate in compliance with Robert's Rules of Order Training and Experience (position requirements at entry):
Bachelor's degree preferred.
Previous education, training, work or life experience which provides reasonable evidence of the successful performance of the various tasks listed.
Such experience may be evidenced by five (5+) years of secretarial/office management experience with a thorough knowledge of accounting/budgeting practices, public relations and office management skills.
Broad organizational experience is desirable.
Licensing Requirements (position requirements at entry):
A valid Alaskan Driver's License.
Physical Requirements:
Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
Sedentary work involves sitting most of the time.
Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Classification History:
Adopted 2016 Revised 2023 Job Type:
Full-time Pay:
$22.
19 per hour
Benefits:
401(k) Dental insurance Health insurance Paid time off Schedule:
Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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