Confidential Position - Exempt 260 Day Calendar
Applications accepted through July 1, 2018
Position Start Date: Upon hire
Annual Salary Range of $64,350-$75,616 (includes base salary and annual media stipend)
Benefits include: Excellent Medical, Dental & Vision Insurance, travel and cell phone stipends, tuition assistance, and 6% district contribution to PERS upon eligibility.
TITLE: Executive Assistant – Superintendent and Board of Directors
REPORTS TO: Superintendent
STATUS: Confidential - Exempt
This position provides full spectrum administrative support to the Superintendent and Board of Directors ensuring effective and efficient communication including matters of a confidential nature. The Executive Assistant to the Superintendent and Board of Directors differs from other Administrative Assistant positions in the level of responsibility and interaction with the Board of Directors, District Administrators, outside governmental agencies, the public, and the news media as well as the level of independent judgment and discretion required. This position is part of the Confidential group which is distinguished from the classified unit by the assignment of duties that are directly related to the negotiations and employee/employer relations functions of the Superintendent’s office.
SUPERVISION RECEIVED and EXERCISED
Receives direction from Superintendent or designee and Board of Directors. May exercise supervision over assigned secretarial/administrative support staff.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Associate’s degree (A.A.) or equivalent from two-year college or technical school; minimum five (5) years of progressively responsible experience in executive support or equivalent combination of education, experience and/or training. Bachelor’s degree and prior successful experience working in schools or public agency preferred. Leadership Skills: Committed to the pursuit of excellence; demonstrates a willingness to speak honestly and listen openly. Committed to providing innovation and leadership towards reaching extraordinary results in a comprehensive educational environment. Engaging change agent striving for exceptional results in staff and student performance. Personal and professional honesty and integrity with strong ethical and moral standards. Strong interpersonal skills – a team builder and a team player. Innovative and creative problem-solving abilities, engaging others in decision-making, and willing to assume responsibility for decisions. Strong supporter of all staff and students. A strong work ethic. Interpersonal Skills: Collaborates with colleagues, solves conflict; maintains confidentiality; demonstrates exceptional listening skills; keeps emotions under control; remains open to others’ ideas and contributes to building a positive atmosphere. Language Skills: Ability to demonstrate a very strong command of the English language both verbally and in writing. Ability to respond to common inquiries or complaints from parents, staff or members of the community directly and on behalf of the Superintendent. Ability to read and interpret documents such as Board policy, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to compose clear, succinct press releases and various other high-level, high-stakes communications. Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as interest, proportions and percentages. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills: General knowledge of computer usage and ability to use database software, accounting, internet software, e-mail, word processing software. Ability to proficiently use the Microsoft Office Suite, Google software, and various other proprietary software. Ability to type accurately and proficiently. Attention to detail is imperative. Other Skills and Abilities: Ability to appropriately communicate with diverse staff and others including vendors and other agencies. Ability to exercise good judgment and work in an environment with frequent interruptions. Certificates, Licenses, Registrations: Certificates as determined by the District including a valid Oregon Driver License.
Essential duties of this position include the following: Employees in this position perform some or all of the following tasks: Other duties may also be assigned.
Superintendent’s Office: Provide superior administrative support to the CEO of the school district, proofreading and editing written work and presentations, anticipating needs and maintaining an organized, efficient, professional office that supports the mission and vision of the school district. The executive assistant will also routinely act on behalf of the Superintendent. Serve on building and District committees and councils, including the Superintendent’s Cabinet and District Leadership Team. Manage the Superintendent’s calendar, phone and email account, independently scheduling and responding as appropriate, on behalf of the Superintendent. Prepare presentations, budgets, minutes, data sets, schedules, travel and room arrangements and correspondence to Board of Directors, staff and community. Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format for Superintendent or her designees. Schedule, plan and execute high-profile meetings, conferences and programs as required, including creating the schedule, contacting all invited parties, preparing agendas and materials, arranging for catering and distributing materials to all parties. Plan, coordinate and execute district-wide events including Back-to-School Rally, special community events, staff events, etc. Manage, maintain and update the school district and school board website including current agendas, approved minutes and other relevant information. Attend Breakthrough Coach training and actively embrace this method of management. Format and complete special projects as assigned by Superintendent. Assume a leadership role as an Executive Team member for the Sherwood School District. Serve as Public Information Officer to the District.
Board of Directors: Draft correspondence and send on behalf of Board of Directors. Provide administrative support to budget committee including elections, meetings, agenda and minutes. Update and maintain board policies as required including ensuring Superintendent review, board approval and posting. Schedule and coordinate Board of Directors and Budget Committee meetings as required, including scheduling and facilities arrangements, preparing agendas and board packets, arranging for catering and distributing materials to all parties.
General Responsibilities: Perform general office duties such as: answering telephones, greeting the public, word processing, filing, sorting and handling incoming and outgoing mail. Track expenditures and process bills in a timely fashion. Contribute to harmonious working relationships with other employees and the public while projecting a positive image of the District. Work well under pressure of deadlines at all times maintaining composure and professionalism by communicating with a variety of people, demonstrating excellent telephone and communication skills. Complete a high volume of computer work, using District computer programs, with speed and accuracy, including confidential data, in an environment with constant interruptions. Appropriately maintain and secure confidential records and inquiries. Assist other office staff as requested. Demonstrate leadership and management abilities. Direct the work of others as assigned. This position is a key, leadership position within the District. Project a strong professional presence in appearance, actions and personal demeanor, and be a person who inspires confidence with regard to District policies, programs and services. Work a flexible schedule including evenings and weekend hours.
P ublic Information Officer – Extra Duty Stipend Responsibilities:
This position is eligible for an extra duty stipend for Public Information Officer responsibilities, in addition to the Executive Assistant duties listed above. Develop content for, manage and maintain the District’s website including photos, calendar of events, announcements, etc. Develop regular press releases regarding district events and news. Manage the social media accounts of the district, keeping community followers apprised of district events and news. Be the point of contact for news media who contact the District; develop appropriate responses to inquiries in collaboration with the Superintendent. Respond to public requests for information on behalf of the District. Serve as the school district’s official Public Information Officer, as appropriate.
This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add, or remove duties as necessary that still reflect the essential functions of the school district.
WORKPLACE EXPECTATIONS Professionally represent the District in all interactions with parents, community, staff and students. Work effectively with and respond to people from diverse cultures or backgrounds. The employee will demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting. Have regular and punctual attendance. Confer regularly with immediate supervisor. Follow all District policies, work procedures, and reasonable requests by proper authority. Maintain appropriate certifications and training hours as required. Comply with applicable District, state, local and federal laws, rules and regulations. Attend staff meetings and in-service trainings.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.
Ability to perform the requirements of this job description and the assigned duties with or without reasonable accommodation. Within a typical workday, the employee may be required to perform any combination of the following: In an eight-hour day, the employee may: Stand/walk 1-2 hours Sit 4-8 hours Use voice 7-8 hours Utilize computer 2-8 hours The employee may on a daily basis: Bend, kneel, squat, reach Climb stairs Use hands for repetitive motions, including single grasping, fine manipulation, and pushing/pulling a maximum of 30 pounds Drive between District facilities for meetings The employee may occasionally: Lift items weighing up to 40 pounds
AN EQUAL OPPORTUNITY EMPLOYER
SHERWOOD SCHOOL DISTRICT IS A FAIR SHARE DISTRICT
Sherwood School District is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, national origin, disability, parental or marital status, age, or genetic information. Reasonable accommodations for the application and interview process will be provided upon request and as required in accordance with the Americans with Disabilities Act of 1990 (ADA) and the ADA Amendments Act of 2008 (ADAAA). Disabled persons may contact Human Resources at (503) 825-5000 for additional information or assistance. Speech/Hearing impaired persons may contact the District for assistance through the Oregon Relay at (800) 735-2900.