Executive Assistant 2 (Confidential)

Executive Assistant II

This is a Promotional / Open Competitive recruitment to create an eligibility list for current and future openings. This current vacancy is a confidential position (monthly salary ranges from $6,225.16 to $7,779.19. The District may also elect to fill other classifications of equivalent or lower salary level from the resultant eligibility list. Expected work assignments will emphasize assisting an executive cabinet member with Board Of Education items, and interactions with directors and supervisors across multiple departments. In addition, incumbents utilize Board Of Education regulations, interprets California Education Code, and Personnel Commission rules to advise the supervising executive on various matters. Successful candidates are expected to work (8) hours / day, five (5) days / week, and twelve (12) months / year, and additional work hours as mandated by the supervising executive.

General Purpose : Under general direction, performs varied, complex, sensitive and confidential office administrative and secretarial support functions for an executive cabinet member; and performs related duties as assigned.

Distinguishing Characteristics : Executive Assistant IIs are responsible for providing secretarial, administrative and support services to an executive cabinet level member and for coordinating work with the department directors and other staff to ensure a smoothly operating office in a highly sensitive and changing environment involving District board members and top executives. An incumbent performs complex, diverse and confidential duties in support of the executive cabinet member and associated department(s) directors in their interactions with the Superintendent, Board members, District department heads, community organizations, interest groups and the public.

Duties include :

• Providing secretarial and administrative support to an executive cabinet member; types and / or drafts memoranda, correspondence, board agenda materials and other documents and reports often of a highly sensitive and confidential nature; transcribes confidential correspondence and reports; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
• Reviews, proofreads and edits board agenda items; receives action items and memorandums for Board meetings from division departments and reviews items for accuracy; receives notices of donations to District or school sites; submits information to the Board for recognition; types and mails thank you letters from the Board president; drafts board action items, information and memos for review by division heads, Superintendent and Board members; gathers final board action and memos and submits to the Superintendent's office for signature and submission to the Board; researches and gathers information on specific items.
• Maintains calendar for assigned executive cabinet member; coordinates, arranges and confirms meetings; screens requests for appointments; attends division meetings to maintain up-to-date knowledge of division activities; takes and maintains minutes of meetings and distributes applicable information to division directors.
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information, refers matters to appropriate District staff and / or takes or recommends action to resolve the request.
• Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the executive cabinet member and other department heads and managers.
• Researches and assembles information from a variety of sources for the preparation of reports, correspondence and presentations for the executive cabinet member; coordinates and participates in purchasing equipment, materials and supplies; conducts special studies and recommends procedural or other changes.
• Establishes, organizes and maintains highly confidential office and personnel files, including grievances, complaints and employee discipline cases.
• Prepares time reports for assigned employees; maintains director and support staff time reports and information for executive cabinet member's records.
• Provides work direction and guidance to other secretarial and clerical staff and acts as lead administrative support employee for their division; delegates duties to office support staff which require routine or maintenance attention; determines steps necessary to follow complete assignments; trains support staff and management on proper formats for board presentation and provides appropriate guidelines and processes; provides backup support for other support staff in the executive cabinet member's office.

Other duties include :

Knowledge of :

Ability to :

Education, Training, and Experience :

Experience in a public k-12 school district is preferred but not required.

Some assignments may require bilingual, biliterate or both abilities in a designated second language.

Physical and mental demands include :

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation.