Executive Assistant to the Superintendent and Legal: Multnomah ESD, Portland Oregon
June 6, 2014
Notice of Open Administrative Position
Position: Executive Assistant to the Superintendent and Legal
Filing Deadline: June 12, 2014, 5:00 p.m.
Reports to: Superintendent
- Full time position, 261 days per year
- Excellent benefits that include: vacation, fully paid dental for employee and enrolled dependents, employer paid Long Term Disability, Basic Life/AD&D and Employee Assistance Program, employer PERS (retirement) contribution, and more!
- Job location near Portland Airport.
Position Purpose: Serves as confidential executive assistant to the Superintendent, Board, Legal Counsel, Public Information Officer and Risk Manager. Provides secretarial, technical, research, and office administrative services. Typical duties depend on specific assignments and require knowledge of MESD and Board policies, practices, and procedures. The position also serves to assist; the Chief Operating Officer, Human Resource Services Director and Business Services Director. The executive assistant and endeavors to maintain positive communications with persons, organizations and agencies the Superintendent, or Board deals with on a daily/weekly basis.
Nature and Scope: This position is subject to board policies, administrative rules and procedures, department regulations and applicable state and federal statutes. This position carries no administrative authority or responsibility.
Distinguishing Characteristics: Positions assigned to this classification independently coordinate and provide Superintendent, Board, Legal Counsel, Public Information Officer or Risk Manager assistance within broadly defined practices and procedures, deal with frequent non-routine situations, and perform the most complex and confidential assignments and administrative office management tasks. Regularly requires independent judgment and complex analysis to coordinate all activities of a major program or projects and to prioritize and organize staff assistance and other work.
Essential Job Functions:
- Coordinates the office operations of the Superintendent. Assist with the administrative tasks involving personnel, budgets, program monitoring, resources and other management functions.
- Serves as primary contact and liaison between the Superintendent and school district administrators, secretaries, staff, community, and other MESD offices.
- Screens incoming office calls, mail, personal visits and other requests to evaluate the relative importance of each. Responds independently as appropriate.
- Assists Superintendent, Board members, Legal Counsel, Public Information Officer or Risk Manager in responding to inquiries, concerns and complaints regarding services or programs and provides detailed information regarding established MESD services within scope of authority.
- Initiates correspondence, reports, and other records as required. Composes and types detailed letters and reports from brief instructions or independently based on knowledge of situation. Coordinates and prepares large reports, publications, and other documents and distributes finished documents as necessary.
- Prepares Board agendas and minutes of meetings to assure delivery for Board review in a timely fashion, sets up and prepared for Board meetings, makes purchases as needed for Board members within scope of Board Policies.
- Serves as support staff to Superintendent’s committees, Board, and other functions and performs duties such as: preparing agenda and supporting materials; taking and transcribing minutes from shorthand notes or recorded tapes, laptop computer preparing and distributing of final minutes and reports; conducting follow-up assignments as necessary.
- Assists in the development of office procedures, training of office staff, and filing systems as necessary.
- Relays instructions from Superintendent to staff and receives feedback.
- Obtains information for special projects by compiling data from a variety of sources. Prepares summary reports as directed. May involve complex analysis, interpretation of data, or statistical calculations and tabulations.
- Processes confidential materials and prepares and publishes notices for MESD as directed and in accordance with established procedures and legal requirements.
- Arranges and coordinates meetings, workshops and retreats, which may include meal service and setting up for special group meetings. Also arranges local or out of town reservations, transportation and lodging.
- Tracks expenditures of Superintendent’s office and Board and reconciles monthly statements and reports.
- Contributes to the economic efficiency of the Superintendent and Board offices, for example, by monitoring certain expenditures, tracking or performing budgeting and bookkeeping functions.
- Initiate contracts, interagency agreements, memorandums of understanding, short-term agreements and temporary employment agreements with school districts, subcontractors, and private contractors from brief instructions or consuls with the Superintendent, Chief Operating Officer, Legal Counsel, or other directors as needed.
- Sets up and maintains detailed records based on the state Records Retention guidelines; agenda packets, resolution index, Board Policies.
- Utilizes software programs and specialized computer programs such as IFAS, Google Applications for Education, Schoolwires, BoardBook, and other adopted enterprise programs to ensure accurate and reliable statistical reports.
- Assists the Superintendent in the preparation of draft resolutions, policies and other documents for Board or senior management review.
- Maintains satisfactory job attendance records.
- Uses personal safety techniques to avoid exposure and injury to self, students and other staff.
Other Job Functions:
- Provides back-up support to the executive assistant to the Operations Administration and other positions in case of absence or work overload.
- Attends Board workshops, semi-annual retreats, Board Committees or other meetings as requested.
- May participate in the training and/or directing day-to-day the work of other classified employees, as authorized.
- Performs other related duties as assigned.
Working Conditions: Work is performed primarily indoors in an office environment; involves sitting, walking and lifting and may include requirements for evening, weekend, or other meetings.
Knowledge, Skills and Abilities:
- Outstanding knowledge of secretarial and office practices, procedures and equipment.
- Outstanding knowledge of and ability to use business English, including composition, spelling, grammar, punctuation and letter format.
- Detailed knowledge of the functions and procedures of the MESD Board and Administration.
- Working knowledge of MESD budgeting, bookkeeping, and personnel practices and procedures.
- Working knowledge of computer software in areas of word processing, database and spreadsheets.
- Exceptional skill in operating standard office equipment such as typewriter, computer, telephone, transcriber, calculator and photocopier.
- Exceptional skills in planning, organizational, problem-solving, and decision-making skills including flexibility and adaptability, to coordinate administrative office functions.
- Working knowledge of MESD programs to perform detail analysis for budgeting.
- Excellent oral communication skills and interpersonal skills with the ability to work with a diversity of public and MESD personnel using tact, courtesy and good judgment.
- Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
- Ability to maintain the confidentiality of sensitive and confidential materials.
- Demonstrated ability to take written minutes by shorthand/briefhand/computer and transcribe accurately at an executive secretarial level (70 wpm typing and shorthand/briefhand at 90 wpm).
- Ability to physically and mentally perform assigned duties
Education and Experience: High school diploma, or G.E.D. with two years of vocational training or college and five to seven years of progressively responsible secretarial experience, including two years at a senior management level; or any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the job.
How to Apply:
To be a part of the team, all applicants must complete an on-line application at: https://multnomah.cloud.talentedk12.com/hire/index.aspx
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
An Equal Opportunity Employer & Drug Free/Tobacco Free Workplace