Executive Assistant to the Superintendent

Performs highly responsible, confidential, and complex secretarial assignments for the Byron Union School District Superintendent and the members of the Board of Education; relieves the Byron Union Superintendent of administrative and technical detail.

The Executive Assistant to the Superintendent is part of the Confidential unit, which is distinguished from the classified unit by the assignment of duties which are directly related to the negotiations and employee/employer relations functions of the district office.

Superintendent of Byron Union School District

Responsible for assigning, directing, and reviewing the work of other support personnel

DUTIES AND RESPONSIBILITIES (This position may not include all of the listed duties, nor do all of the listed examples include all tasks which may be found in this position)

Support to Superintendent and Board
Manages office details by relieving the Superintendent of routine requests and matters; schedules and coordinates Superintendent’s calendar and appointments; schedules and coordinates travel and conference arrangements for Superintendent and Board members; coordinates timely receipt of Board of Education agenda items; according to the Brown Act guidelines, plans, coordinates, and attends regular meetings, study sessions, and sessions of the Board of Education. Prepares and distributes notices,
agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.

Creates and processes letters, newsletters, e-mails, and other documents independently for the Superintendent; interprets and explains district policies, programs, and legislative regulations; provides effective oral and written communication, and maintains relationships with the members of the Board of Education, county office staff, school district personnel, other county offices, outside agencies, the public, and the news media; keeps the Superintendent apprised of potential problems and concerns.

Record Keeping
Maintains official files of Board minutes, agendas and resolutions; maintains permanent, historical records of the Board of Education; maintains Board Bylaws, Board Policies and Administrative Rules and Regulations database and files; maintains the district master calendar.

Responsible for the operation of the Human Resources department, including, but not limited to, duties related to the employment of certificated and classified personnel; and to the processing and maintenance of personnel actions, records and reports, and the performance of all required related duties, such as assist in orientation of new employees, enroll all employees in retirement, insurance and other benefit programs,
have knowledge of credential requirements and maintain all data related to credentials, units, and credentialing requirements; maintain district salary schedules; determine proper salary placement for all employees; maintains county personnel system and confidential files and records for all personnel; maintains attendance records for all classified and certificated employees; provide timely and accurate information to payroll for all actions affecting employee compensation; process injury reports, disability
claims, unemployment insurance claims; attend meetings on matters related to personnel; maintains personnel information for CalPADs and CBEDS data; maintains Aesop sub-finder system and data.

Special Projects
Performs Special projects as assigned by the Superintendent; Assists in coordinating district superintendent meetings; research and compile data for other projects as assigned.

Education, Training, and Experience
Any combination of education, training, and/or experience which demonstrates ability to perform the duties as described including extensive satisfactory experience at the executive secretarial level, preferably in a public education environment; coursework in business administration or a related field is desirable.

Knowledge of:
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 California Education Code, Government Code, Elections Code, Brown Act and Robert’s Rules of Order and other related laws desirable; standard office equipment and software applications; principles of Internet research; effective telephone techniques.

Skill and Ability to:
Effectively coordinate a variety of difficult, technical administrative functions at a level requiring extensive independent decision-making within established rules, policies, and procedures; prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents; communicate effectively, both verbally and in writing, with the Board of Education, county office
personnel, school administrative staffs, outside agencies, the public, and news media demonstrating tact, and diplomacy; maintain confidentiality of privileged and sensitive information; lead and direct work of other clerical and office personnel and evaluate performance; set priorities, define tasks, schedule and coordinate activities and functions, develop procedures and complete assignments; exercise independent thinking and good judgment; mathematical computational skills; operate a variety of office equipment including computer and copier; interpret policies, administrative regulations and legislation, and accurately explain to others; establish and maintain effective file systems; perform research and compile information from a variety of sources; and maintain cooperative relationships with those contacted in the course of work assignments.

Other Characteristics
Willingness to work during evening hours to attend regular and special Board of Education meetings, and other meetings and conferences as assigned; Positive attitude under possible stressful conditions. Positivity and diplomacy at all times.