Hybrid Executive Assistant 2 (Confidential) bei Montebello Unified School District, CA

About the Department

Position Information:

This is a Promotional/Open Competitive recruitment to create an eligibility list for one (1) current vacancy.  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 emphasis 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.

• Executive Assistant II is distinguished from Executive Assistant I in that incumbents in the former class provide administrative and secretarial support to an executive cabinet level member. This support involves dealing with sensitive, confidential and complex issues of District-wide impact and regular interaction with board members and top executives and requires a thorough knowledge of District and executive cabinet member's department and office policies and practices.
• Executive Assistant II can be designated as a confidential position, pending a specific statement of additional duties that details functions performed by the incumbent related to labor relations policies, future bargaining strategy, or anticipated changes based on collective bargaining agreements.

Position Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Provides 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. Establishes, organizes and maintains highly confidential office and personnel files, including grievances, complaints and employee discipline cases.
8. Prepares time reports for assigned employees; maintains director and support staff time reports and information for executive cabinet member's records.
9. 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:

1. Attends and represents support staff at meetings and/or with organizations that pertain to the District or executive cabinet member's division.
2. Prepares and types collective bargaining contracts; prepares contract proposals, memorandums of understanding and tentative agreements during negotiations; maintains mandated costs records to ensure the District is claiming the maximum amount spent on collective bargaining.
3. Assists with conducting surveys for special reports as directed.
4. Prepares school calendars, including notations for holidays and required work days; determines stull timelines and sends notices to all school sites.
5. Plans and coordinates the annual employee recognition ceremony and retiree reception; creates certificates and assembles pins.
6. Maintains and monitors the filing of conflict of interest forms completed by Board members, the Superintendent and designated employees to meet the requirements of the California Political Reform Act; works with the Office of Los Angeles County Board of Supervisors to ensure lists and forms are current and completed properly and determine if the District's conflict of interest code needs to be updated; answers questions on completion of forms.
7. Researches, gathers information, compiles, types and distributes District emergency telephone lists.

Minimum Qualifications

Knowledge of:

1. Office administrative and management practices and procedures.
2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
3. District organization, rules, policies and procedures, including payroll and training and expense reporting.
4. Basic functions of school districts, including the role and responsibilities of a public governing board.
5. District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel and training processes.
6. Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.
7. Research techniques, methods and procedures.
8. Principles and practices of effective lead work direction.
9. District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements.

Ability to:

1. Operate a computer and word processing software and other standard office equipment.
2. Manage multiple and rapidly changing priorities.
3. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
4. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
5. Organize, research and maintain complex and confidential office files.
6. Compose correspondence, prepare documents and make arrangements from brief instructions.
7. Communicate clearly and effectively orally and in writing.
8. Prepare clear, accurate and concise records and reports.
9. Maintain highly sensitive and confidential information.
10. Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
11. Establish and maintain highly effective working relationships with District executives, elected officials, staff, faculty, community leaders, students and others encountered in the course of work.

Education, Training, and Experience:

• Graduation from high school, G.E.D. equivalency, or higher;
• And, five years of increasingly responsible administrative or secretarial experience.

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

PHYSICAL AND MENTAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Attend District events scheduled beyond normal work schedule.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures.

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.

Other Qualifications

Examination Information: 

After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. 

Applicants must submit a full application. Failure to submit a complete application will result in disqualification from this recruitment.

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