1.0 FTE Executive Assistant-Business Services Department Job Listing at Administration Building in Palmer, AK (Job ID 11268-INTERNAL)

Description

Position:  Executive Assistant - Business Services Department

Position FTE:  1.0

Pay Grade:  14

Starting Wage:  $24.40

Days Per Year:  260

Shift hours: TBD Band Grade Subgrade C 4 1 Department: Accountable to: Status: Business Services Deputy Superintendent of Business and Operations Exempt    
Class Summary:  Performs a variety of complex and confidential administrative and secretarial support to the Deputy Superintendent, Business Services Department, and the Information Technology Department; exercise independent judgment while assisting Deputy Superintendent in administrative details, requiring considerable knowledge, use, and interpretation of District policies and procedures; communicating information on behalf of the Deputy Superintendent to school and district staff; develop graphic designs to be made available to the School Board and the public.

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 Deputy Superintendent, Business Services Department, and the Information Technology Department 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.
  Duty No. Essential Duties Frequency Band/ Grade 1 Attend 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; Daily   3 Organize and produce communication materials; develop numerous graphic designs to support budget, financial, and district goals; establish and revise clerical priorities in accordance with schedules and timelines; assure conformance with established procedures and standards of quality. As Needed   4 Serve as primary assistant to the Deputy Superintendent; represent the Deputy Superintendent in providing information and interacting with District administrators, managers, principals and staff, and with external stakeholders on a wide variety of issues; exercise discretion in disseminating information. Daily   5 Maintain the Deputy Superintendent calendar; coordinate, arrange, schedule and confirm meetings for a variety of purposes; arrange for meeting set-up and refreshments; attend meetings; screen requests for appointments; create, update, maintain and distribute event calendars. Daily   6 Assist with travel arrangements and attendance at conferences, workshops or seminars; maintains records of travel claim forms; receives, checks for accuracy and prepares expense forms. As Needed    7 Support the Deputy Superintendent for the purpose of providing assistance with administrative functions and maintaining confidentiality of issues related to negotiations, grievances, personnel, students and District records. Daily   8 Compose effective correspondence independently; review and edit material prepared by others. Daily   9 Prepare special projects and various forms/reports on behalf of the Deputy Superintendent for the purpose of ensuring the accuracy and completeness of materials and providing administrative support. Weekly   10 Maintain documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance. Daily   11 Consult with District personnel and others concerning specific issues and situations. As Needed    12 Monitor and track PCard expenditures for Business Services and the Information Technology Department, 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, invoices, purchase orders and accounting. Weekly   13 Performs 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; professional written and verbal communication skills.
 
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 with an attention to detail and accuracy
• Design and create professional and creative graphics for a variety of projects
• 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
• Operate a variety of office equipment
• Communicate effectively both verbally and in writing
• Meet schedules and timelines
• Use expertly a variety of computer applications, including graphic design, word processing, database, spreadsheets, presentation and communications software

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 general knowledge of accounting/budgeting practices, 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  2024
 

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